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Catholic Relief Services Job Vacancy: Administration and Procurement Assistant, Jakarta - Indonesian

Catholic Relief Services (CRS) is a US – based voluntary organization working in more than 80 countries around the world to assist people victims of disasters, people in need and the disadvantaged regardless of race, belief or nationality. CRS has been operating in Indonesia since 1957 under the Memorandum of Understanding with the Ministry of Social Affairs with programs primarily in the areas of community development, humanitarian assistance, Disaster management and Emergency Response.

CRS/Indonesia is currently hiring for Administration and Procurement Assistant (ADM - PA) to be based in Jakarta.

Job Summary:

The Administration and Procurement Assistant will support the Administration Officer in procurement activities and processes to acquire goods and services to support CRS program and operation activities.

This position is the first point of contact for anyone contacting the office and is responsible for managing incoming and outgoing telephone calls, handling correspondence, receiving and directing visitors and ensures all guests are treated in a professional, courteous and helpful manner.  In addition, this position provides overall procurement and administrative support within the office to ensure the smooth implementation of CRS Indonesia programs.

Qualifications for Administration and Procurement Assistant

Required:

  • Professional Diploma/Certificate or courses in Administration or secretarial with at least 3 years’ experience in similar position.
  • High School Diploma with at least 5 years’ experience in similar position.
  • Experience working with international NGO is preferred.
  • Proficiency and skill in operating computer: Microsoft Office program (Word, Excel, Power Point, etc.), familiar with data base program is preferred.
  • Ability to work independently and flexibly to respond to needs as they arise, but also to coordinate effectively as part of a team
  • Good time management skills with ability to work on multiple tasks
  • Strong customer service orientation with good communication and interpersonal skills
  • Proactive, resourceful, solutions oriented and results-oriented
  • Strong analytical, organizational, management, and leadership skills
  • Excellent written and spoken communication skills in English

Job Responsibilities:

Administration

  • Facilitate communication within CRS Indonesia office and with external stakeholders as relevant. Send/receive and distribute all incoming and outgoing mail/faxes/letters/documents.
  • Provide specialized administrative transactions and processes, reviews invoices from services providers, vendors, travel agents, etc., verify the invoices with staff responsible for the transactions as necessary and prepares the payment requests
  • Perform data entry and data verification in relation to general administration processes (e.g. various contact lists, Vehicle Log Sheets review, monthly taxi usage voucher. etc.).
  • Provide support and set up appointments/meetings with external parties for staff as requested, including transportation reservation
  • Provide logistical support for in-house meetings: prepare the meeting room, equipment and refreshments as necessary.
  • Support implementation of property management processes, such as property receipt and distribution, property labeling, physical counts, etc.
  • Ensures that all office equipment function well at all time, and arrange maintenance and/or repair services when needed
  • Performs general administrative duties such as photocopying; filing and typing and printing electronic documents as requested.
  • Responsible of maintaining the office supplies and sundries, inventory and distribution;
  • Provides secretarial services to the Country Manager and other staff as needed.

Procurement

  • With coordination with Operations Manager, maintain an up-to-date procurement plan with all quantities, quality and delivery requirements for goods and services. Provide pricing information to assist budget holders with budget preparation.
  • Perform various activities to ensure e best value for money: market research, cost estimates, solicitation documents, bidding process facilitation, supplier identification and research, quality and availability of goods assessment, negotiation,
  • Prepare the contract/purchase order and other documents and submit to Operation Manager for review.
  • Maintain correspondence and constant contact with suppliers to follow up on the execution of contractual terms and conditions, and handle issues if needed. Monitor and report on supplier performance, noting current and/or potential issues and/or inefficiencies and assist with contract/purchase order modifications.
  • Maintain an accurate, complete, and up-to-date procurement document trail, vendor files, and a procurement and inventory database to assist with control and accountability.
  • Support Administrative Officer to provide travel and logistics arrangements for staff and visitors
  • Support the Operations Manager in the documentation, and collection of bids; Maintain PO and PRF files, check if items delivered by suppliers are as requested and match invoices against purchase orders;
CRS encourage qualified candidates to apply regardless of religion, race, gender, sexual orientation or disability, all recruitment practice and procedure reflect CRS commitment to protection children and vulnerable adult from abuse.

Only applications that meet the above qualifications will be shortlisted. All applications and CVs should be sent by email to CRS Indonesia at Indonesia_HR@crs.org before or by 22 March 2019 with the Job Code in the subject.   

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