Handicap International Federation Job Vacancy: Site Log - Administrative Assistant, Kupang - NTT


Recruitment Reference: HIINT/2017/001

Handicap International Federation is an independent international aid organization working in situations of poverty, exclusion, conflict and disaster. Working alongside persons with disabilities and other vulnerable groups in 60 countries, our action and testimony are focused on responding to their essential needs, improving their living conditions and promoting respect for their dignity and their fundamental rights.

Handicap International Federation in Indonesia is implementing a few projects in Kupang, NTT province.  A site Logistician/Administrator is currently managing the whole projects. Due to a new project opening, an assistant is needed in the team to manage properly the logistic and administrative matters. Position will be based in Kupang.

Handicap International Federation is currently seeking a:
Site Log/Administrative Assistant – Part Time
Global Objective of the Position:

Under the line management of the Site Logistician/Administrator, the Site Log/Admin Assistant will be engaged in the management of the project administration and logistic needs. In collaboration with the project team on site and the Program Support Services Department, the assistant will participate in reaching the goal to ensure the administrative duties of the Site and the country’s legal framework.

Key Responsibilities:

  • Assist to input and correct accounting codes of Kupang accounting (Commitment Authorization)
  • Assist to iinput accounting data of Kupang site of cash book and bank book.
  • Assist to carry out the preparation and the filing of vouchers, their accounts allocation and the recording of entries.
  • Assist to check the validity and the appropriate nature of proves of purchase (contracts, orders, invoices, delivery notes,...).
  • Place, receive and route calls through an electric switchboard, supplie information to callers, relay messages and announce visitors.
  • Set up & maintain paper & electronic filing systems for records, correspondence, & other material.

  • Regular weekly report to the Site Log/Admin Produce quality internal and external reports in a timely manner

  • Assure that the association’s actions are legible by developing the association’s image and raise the awareness of official bodies likely to be able to provide financial or organizational support.
  • Ensure good internal communications and the effective circulation of information between the different teams, the site and the national level, partners and Handicap International Federation.

  • Assist Site Log/Admin to work in close collaboration with the National Office and the Projects in order to arrange travel and seminars through internal or external agents (arranging travel and accommodation in the respect of HI procedure.)
  • Ensure all required documents are submitted and validated before any employees’ movement.

  • Assist to receive validated PSR from Site Logistics Officer or Site Administrator and input it in the Supply Database.
  • Assist to purchase according to the request or the result of Quotation Analysis Chart, according to the procedure Follow up the Purchase/Service with supplier and report any problems to Site Logistics Admin
  • Ensures Handicap International Federation’s purchases as well as the implementation of services
  • Assist to check and collect the goods as well as the invoices and delivery note from supplier when applicable
  • Place the purchased goods in proper storage zone
  • Deliver the goods to the applicant and ask for prove of reception (signature and date)
  • Assist to update Purchase Request File (hard and soft copy) after purchasing (supply procedure files, supply database update)
  • Assist to update Stock Management Files in daily basis (Stock Card, Stock Movement, and other stock follow up tools)

  • Ensure the reception of all ordered goods
  • Assist to checks the physical status, quality and the quantity in comparison with the order as well as with all involved documents and involve Applicant for technical materials or when necessary
  • Coordinate with Site Log/Admin and communicate with the Applicant in the event of problems (missing articles, difference in quantity, consistency…) and at the time of material reception,
  • Ensure the proper storage of goods as described in the procedure of stock management
  • Perform regular inventory and apply changes in inventory in case of goods movement
  • Assist to update Stock Management Files in daily basis (Stock Card, Stock Movement, and other stock follow up tools)
  • Prepare Delivery Note according to the needs and ensure its validity (signed by sender, carrier and recipient)
  • Plan, execute, and follow up delivery according to the needs and request, in coordination with Site Log/Admin

  • Assist to follow up the condition and operational of premises includes minor reparation in the office and houses, and office on monthly basis.
  • Ensures implementation of Premises Security and Health Precaution Guidelines in Kupang Site

  • Assist to files all documents relative to each equipment and materials. Ensures validity of all documents (signed by user, up to date)
  • Assist to follow up movement of equipment and ensures that they are in good working order. Ensures update of equipment follow up timely and accurately.
  • Delivery and follow up equipment requested by projects / program
OTHER: Report to Site Log/Admin Officer in case of problems or needed intervention on equipment


  • D3 in Economics & Business
  • Experience working in Logistic & Administration
  • Computer abilities
  • Fair  in writing and speaking in English
  • Eligible and willing to use a motorbike for work purpose
  • Familiar with Kupang area
  • Available immediately (March 1, 2017 at the latest)
  • Experience working in INGO will be an asset

  • A resume not longer than three (3) pages summarizing qualifications and experience with 3 work references with contact details & motivation/application letter all together less than 200 KB
  • Must have a valid motorbike driver’s license/SIM C
  • Recruitment Reference (HIINT/2017/001) should be specified in the subject line of your email application. It will not be taken into consideration if this information is omitted.
Salary: IDR 2.081.050 to IDR 2.404.800 (Part time ½ full)

In determining salary for this position, Handicap International Federation-PINT Program applies its salary grading process, taking into consideration the job description and applicant’s previous work experience and the organization’s salary grid.

Please send the stated requirements to asla-vacancy@hi-idtl.org at the latest February 12, 2017. Kindly note that we will contact only the short-listed candidates and application from women and persons with disabilities are strongly encouraged. Residents of NTT province will be highly appreciated.