#JAKARTA ProRep is looking for an Office Manager

Posting Job

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September 13, 2014

Expired Job

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June 26, 2019

Locations

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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

Reporting:

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.

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