NGO Vacancy - Office Manager

SCALING UP FOR MOST-AT-RISK POPULATIONS II (SUM II) is an USAID funded program that will provide targeted assistance in organizational performance required to scale-up effective, integrated HIV/AIDS interventions that lead to substantial and measurable behavior change among Most-at-Risk Populations (MARPs) in targeted location in Indonesia. The project is managed by Training Resources Group, Inc. The organizational performance topics include accountability, administration, advocacy, finance, governance, knowledge management, leadership, management, monitoring and evaluation, networking, partnership, policy development, resource mobilization, strategic planning and transparency. SUM II will provide and monitor small grants to qualified civil society organizations to support the scale-up of integrated interventions in “hotspots” where there is a high concentration of one or more MARP and high-risk behavior is prevalent.
SUM II is currently seeking qualified individuals with experience in HIV/AIDS and Local stakeholders issues for following positions

1. Office Manager

Location : Jakarta Office
Report to : Finance and Administrative Officer
Summary of Responsibilities:
The Office Manager is a member of the project support team for SUM II, under direct supervision of the Finance and Administrative Officer. S/He is responsible for the overall daily management of Jakarta and regional offices for all the project and office administrative staff and its functions, including the role as the office receptionist. Her/his responsibility includes managing staff’s timesheets, office hours, holidays and staff leave and asset inventory. Project administrative role includes arranging project events (workshops, seminars, etc.) and travel of the project staff. Under this contract, the Office Manager will be an employee of RTI International under the SUM II project.
1. Supervise and manage SUM II support staff in their daily responsibilities
2. Direct responsibility for providing management advice on issues related to SUM II expenses in coordination with the Finance and Administration Assistant
3. Coordinate with Finance and Administration Assistant in managing SUM II daily expenses
4. Conduct procurement as required (office supplies, etc.) to ensure compliance with USAID regulations and procedures
5. Arrange and manage travel for project staff and its counterparts as required
6. Assist Jakarta and regional Jakarta offices to arrange project events
7. Ensure that office procedures are adhered to by SUM II staff, this includes office hours, holiday and staff fringe benefits (insurance, leave, etc.)
8. Manage, and communicate administrative issues regularly with SUM-II staff
9. Manage project staff’s timesheets and short-term consultants’ daily logs
10. Maintain, record and file all files related to official documents related to project
11. Maintain up-to-date inventory of SUM II equipment

Qualifications:

1. Experience in supervising support staff from administration related backgrounds and professions;
2. Skills and ability in managing a good office environment;
3. USAID project related experience required;
4. Able to communicate verbally and in writing in English and Indonesian;
5. Able to work under pressure and able to take some initiative by managing staff to complete or help in performing their duties;
6. Good team-work and participatory skills;
7. Knowledge of Indonesian labor laws and regulations;
8. Minimum S1 degree with three years experience in administration
9. Good computer skills, including internet and email
Please send your Curriculum Vitae and cover letter (including salary history) to hr@rti-indomd.rti.org (with the position title in the subject line), by 5pm, Tuesday, 23 August 2010. Only shortlisted candidates will be contacted.

Vacancy - HIV COOPERATION PROGRAM FOR INDONESIA : Office Manager - Based in Jayapura

HIV COOPERATION PROGRAM FOR INDONESIA

The AusAID-funded HIV Cooperation Program for Indonesia (HCPI) is seeking applications from suitably qualified individuals for the position of:

OFFICE MANAGER – Based in Jayapura

Responsibilities:

§ Oversight and manage operations of Papua Project
office including logistics and administrative support to the technical program
and staff;

§ Assist in development and operation of office
administration system; be responsible for workshops,
training, meeting, and other office operations;

§ Maintain and supervise the preparation of project
records including reporting, asset control, staff records and filing systems;

§ Liaise with Indonesian authorities on administrative
matters; assist with procurement, security, registration and monitoring of
project assets, and project related services and materials;

§ Maintain bank transaction and records; be responsible for monthly
financial report; and manage
provincial activity budget preparation and monitoring.

Qualifications required:

Finance and office management background;

Demonstrated experience and skills in managing a range of complex activities and staff management;Capacity to work with both government and non-government sectors;

Excellent organizational and written communication skills;Good computer skills especially spreadsheet and database; ability to work in English and Indonesian.


A cover letter addressing the essential criteria and CV to be submitted to the Operations Manager by fax to 021-3983 2477 or email to dmonalisa@hcpi. or.id
latest Sunday 17th May 2009.

Lowongan NGO - The Deutsche Gesellschaft für Technische Zusammenarbeit (GTZ) : Accountant & Office Manager

The Deutsche Gesellschaft für Technische Zusammenarbeit (GTZ) GmbH is an international cooperation enterprise for sustainable development with worldwide operations. GTZ promotes complex reforms and change processes. Its corporate objective is to improve people’s living conditions on a sustainable basis. GTZ has been working in Indonesia since 1975 on behalf of the German Federal Ministry for Economic Cooperation and Development (BMZ).

1. GTZ Office Jakartais seeking 1 (one) additional qualified Indonesian candidate for the position of Accountant with the job description below. This position will be under Fixed -Term Employment contract.
Interested candidates should submit the application letter and updated CV to Carolina Asti at carolina.asti@ gtz.de by the latest on 05.04.2009

The job description is below:

Accounting and Finance
§ Carry out accounting procedures using WINPACCS accounting software, prepare monthly journals/balance sheets/bank reconciliation statements and send to the Head of Administration respectively Principal Advisers and to GTZ HO
§ Carry out regular analysis of project costs with GTZ AMS software as required by the projects
§ Be responsible for banking matters and all bank account operations, monitor income, expenditure and monthly bank reconciliation
§ Monitor accounts payables/receivable s with monthly feedback to the GTZ Office Manager
§ Support creditors and debtors administration, including local subsidies and local consultants
§ Prepare monthly statement for the projects

Internal Control
§ Review the classification of all vouchers/receipts according to completeness and to cost centres/cost category/legal as sent by the projects and correct them if required
§ Prepare checklist and error sheet for project accounting
§ Anticipate possible difficulties and develop solutions in accordance with GTZ policies and regulations. Immediately report all problems involving finance and regulations to Head of Administration for further advice

General Services
· Assist GTZ Office Jakarta in all matters related to accounting and financial management
§ Provide advice, guidance and training on financial and accounting matters to the project staff

C. Other Duties/Additional Tasks
§ Assist in and/or carry out other tasks, as assigned
§ Undertake further job training related to his position and duties, if required. Special training programs shall be identified and selected jointly with the GTZ Head of Administration

D. Required Entry Qualifications and Competencies
Formal Education
BA in Accounting and Auditing or comparable qualification

Professional Experience
§ minimally 2 years of professional working experience in a similar position

Other Qualifications
§ familiar with electronic accounting systems
§ thorough knowledge of GTZ-instruments and procedures
§ good working knowledge of modern telecommunication systems (telephone, fax, e-mail, internet and its software)
§ excellent communication and administrative skills
§ ability to work in an international team and stressful environment
§ excellent English both written and oral, German language will be an advantage

E. Reports to: Head of Administration with close supervision of Finance Officer


2. GTZForestsand Climate Change Programme (PROCLIME)is seeking 1 (one) additional qualified Indonesian candidate for the position of Project Office Manager. The candidate must be fluent in English both oral and writing, German will be an asset. Internal candidate with the similar position will be a preference. This position will be under 2 (two) years Fixed -Term Employment Contract. Kindly find enclosed the job description.
Interested candidates should submit the application letter and updated CV to Mr. Rolf Krezdorn at rolf.krezdorn@ gtz.de by the latest on 15.04.2009

The job description is below:

Communication and Networking
§ Develop and maintain contacts with all relevant stakeholders
§ Act as liaison to and cooperate with other GTZ projects in the region
§ Collect and circulate relevant information, disseminate project experience, and develop a database
§ Observe communication and interaction between government institutions, non-government organizations, and the local community through press evaluation, direct dialogs, participation in forums, seminars, etc.

Events Management
§ Maintain close cooperation and relation with provincial and district offices and relevant institutions (counterparts, GTZ Jakarta, German Embassy, etc)
§ Organize meetings, workshops and seminars as required.
§ Organize visitor program in connection with field trip to pilot regions.
§ Responsible for logistic (hotel reservation, car arrangement) for the team and visitors.
§ Prepare list of workshop, seminars, training and meeting for input of project’s report.

Development Planning
§ Facilitate identification and formulation of new programme/project requests according to arising needs of counterpart agencies
§ Support acquisition of third party funds for GTZ, identify and support the establishment of Public Private Partnerships
§ Take part in the formulation of project action plans and facilitate synchronization between the planning and budgeting system
§ Update and coordinate the planning continuously together with CPs
§ Responsible for the preparation, execution and documentation of training, workshops, forums, meetings, and other project activities together with the partner institution
§ Go on repeated and extensive field visits to the regions in accordance with the requirements of the project

Administrative Support to Programme Director
§ Arranging appointments and meetings
§ Assist the Programme Director in the preparation of local and international consultancy contracts and national personnel in coordination with GTZ Office Jakarta.
§ Monitoring the status of implementation of consultancy contracts
§ Follow up the project monitoring system
§ Prepare minutes of meeting for both internal and external meetings

General Services
§ General/routine tasks, which are considered necessary to smoothly run the project’s office.

C. Other Duties/Additional Tasks
§ Conduct oral and written translations, as required
§ Assist in and/or carry out other project activities and tasks, as assigned
§ Undertake further job training related to his/her position and duties such as secretarial, computer, office, and language skills, if required. Special training programs shall be identified and selected jointly with the GTZ Team Leader

D. Required Entry Qualifications and Competencies
Formal Education
§ College or University Degree in Business Administration

Professional Experience
§ At least 3 - 5 years of professional working experience in a similar position

Other Qualifications
§ Good working knowledge of modern telecommunication systems (telephone, fax, e-mail, internet and its software) and MSOffice-programmes
§ Excellent management skills
§ Excellent communication skills
§ Language skills: Fluent in English (speaking, reading, writing)
Knowledge of German is an asset

E. Reports to: GTZ Principal Adviser