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.
2011 and expected to last until April 2015 or April 2016, ProRep has two
- 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.
specific requirement below. He or she will
oversee the Admin team and coordinate closely with ProRep finance, grants and
- 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
- 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.
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
for managing and accounting for petty cash.
for managing ProRep office equipment, including routing service and maintenance,
and acquisitions needed for ProRep office operations.
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.
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.
the administrative team including administrative, IT, and procurement assistants,
drivers, and office helper.
all ProRep office communications, including managing the chronological
correspondence file, formatting of official correspondence, and assisting to
ensure compliance with branding requirements.
with the preparation of other project documentation as required including, but
not limited to, meeting agendas, presentations, etc.
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.
cooperation with the senior technical staff, ensure that all ProRep actions
comply with USAID and Chemonics regulations on purchasing, communication and
other regulated areas.
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.
with consultants/STTA on reports and payment.
and maintain the HR filing system, including the recruitment folder.
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.
- 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
of, and report directly to, the Deputy Chief of Party
applicants are invited to send a cover letter and complete curriculum vitae
stated 3 referees to firstname.lastname@example.org
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.