#JAKARTA ProRep is looking for an Office Manager

Program Representasi (ProRep) is a USAID-supported project designed to help civil society organizations (CSOs), public policy research centers and other institutions become more representative, effective and responsive to citizens’ needs.

Initiated in April 2011 and expected to last until April 2015 or April 2016, ProRep has two overarching objectives:
  • To improve representation by increasing the inclusiveness and effectiveness of groups, networks, and institutions that seek to represent citizens’ views, interests, and aspirations to government;
  • To improve the responsiveness, effectiveness and transparency of legislative and polic making processes.
We are currently looking for an Office Manager with specific requirement below. He or she will oversee the Admin team and coordinate closely with ProRep finance, grants and technical team.

Main tasks:
  • Handle and oversee all office administration including human resources, coordinate payment of all invoices and bills with the ProRep finance manager, coordinate PreRep technical logistics as required, and maintain close coordination with all administrative and technical staff.
  • Handle all personnel/human resources related matters: recruiting, hiring, applying personnel policy (including ethics training, Living our Values trainings, etc.), managing leave tracker and requests, salary calculations for finance, performance evaluations, and separation from the project, both for Short Term and Long Term staff.
  • Manage the operations related subcontracts – including preparation of request for proposal (RFP) and subcontract development, monitoring of implementation and submission of deliverables, payment, and closeout.
  • Serve as the in-country point person for handling relationships with office landlord and/or relevant building management and maintenance personnel on all matters related to the ProRep office spaces, including matters related to lease terms and VAT exemption processes, both in temporary and long-term spaces as required.
  • Serve as in-country point person on Chemonics’ legal status in Indonesia.
  • Serve as in-country point person on all matters related to VAT exemption, including liaison with Chemonics’ legal representation.
  • Manage long-term expatriate staff visa and housing matters, and short-term expatriate staff hotel and transportation arrangements.
  • Seek bids which support office operations; negotiate and manage long-term vendor relationships, including but not limited to contracts for travel, office equipment, and IT systems. 
  • Responsible for managing and accounting for petty cash.
  • Responsible for managing ProRep office equipment, including routing service and maintenance, and acquisitions needed for ProRep office operations. 
  • Responsible for communicating with the Home Office via a daily email and coordinating responses to request from the Home Office.
  • Oversee adherence to security procedure and maintaining the Security and Emergency Action Plan up to date in accordance with Home Office guidance.
  • Responsible for the tracking of USAID Approval Requests.
  • Serve as the main administrative operations contact person for USAID, including matters such as Chemonics’ registration including matters such as Chemonics’ registration and processing KITAS for expatriate staff.
  • Supervising the administrative team including administrative, IT, and procurement assistants, drivers, and office helper.
  • Oversee all ProRep office communications, including managing the chronological correspondence file, formatting of official correspondence, and assisting to ensure compliance with branding requirements.
  • Assist with the preparation of other project documentation as required including, but not limited to, meeting agendas, presentations, etc. 
  • Lead person for managing the shared office calendar, including finalizing meeting dates, appointments, locations, office cars and drivers, assisting with coordinating staff, and other logistical needs.
  • In cooperation with the senior technical staff, ensure that all ProRep actions comply with USAID and Chemonics regulations on purchasing, communication and other regulated areas.
  • Work together with the Finance Manager and the Grants/SAF Manager to process VAT exemption for all subcontracts, local personnel contracts, and expatriate needs, such as housing, hotels and visas. 
  • Liaise with consultants/STTA on reports and payment.
  • Organize and maintain the HR filing system, including the recruitment folder.
  • Overall support to activities, events, SAF related activities in coordination with Deputy Chief of Party (DCOP). 
  • All other duties related to project close out including severance pay calculation, termination of IT services (internet), termination of mobile phones, land line and reinstatement of the office if needed, property disposition, and shipping of project files to the Home Office. 
  • All other administrative tasks as designated by COP/DCOP/Operations Director.
Qualifications and Experiences:
  • University graduate
  • At least 5 years’ experience in Administrative work, preferable who have been in position of Office Manager
  • Knowledge on USAID rules and regulations, Manpower regulation in Indonesia
  • Excellent interpersonal communication skills.
  • Excellent spoken and written Bahasa Indonesia and English
The Office Manager will work under the supervision of, and report directly to, the Deputy Chief of Party

Interested applicants are invited to send a cover letter and complete curriculum vitae stated 3 referees to recruitment@prorep.or.id 

Deadline for Applications: September 17, 2014

Only shortlisted candidates will be contacted. No telephone or email inquiry. If you do not hear from us within 2 weeks of the closing date, please assume that you have not been shortlisted.