Yayasan Humanis dan Inovasi Sosial or Humanist and Social Innovation Foundation is an affiliated organization of Hivos. Currently we are looking for a candidate to fill this position:
Title : Consultant Project Assistant GDI & Operations Admin
Duty Station : Jakarta, Indonesia
Report to : Project Manager Gender, Diversity, and Inclusion (GDI) and Operations Manager
Duration : 3 (three) months – April to June 2021
Aim of the Job
The Project Assistant, under the GDI department, will be responsible in dividing his or her time in supporting the GDI PM and PO in administration, procurement, and organizing duties, as well as the regional hub's operations tasks, especially the administrative duties, including the filing system.
Roles and responsibilities
HR/ Operations Tasks:
1. Assist and support operations team for administration and filing system (hardcopy and softcopy) in compliance with project administration procedures and Standard Operating Guidelines.
2. Responsible and process monthly operational and kitchen supplies advance and the liquidation, tracking taxi vouchers and provide report to finance for payments.
4. Generate and complete the transfer request form to supplier/externals/consultants for payments to be signed by user and Operations Manager; keep record of the payments.
5. Support Operations Manager in managing permit and required legal papers for visitors.
6. Support all staff (Jakarta and field office team) for general administration matters (i.e flight travels, accommodation, training events, workshop and external/internal meetings)
7. Ensure that contracts are received by partner organizations and keep track of signed contracts to be returned, prepare payment lists for approval by users and authorization by the Executive Director. Proceed the authorized payments and keep record of payments of receipts overdue and inform partner organizations accordingly;
8. Support and provide administrative, logistical and contact support for incoming visitors.
9. Support program team in the implementation of project and Project administration related to Admin and logistic matters.
10. In charge for maintaining Medical reimbursement tracking in coordination with finance for staff outpatient claim.
11. In charge to prepare job ads & EoI for recruitment and compile all application from candidates and process to arrange interview when shortlisted candidate has been selected.
12. In coordination with HR Officer maintain the proper staff leave record compare with the attendance list.
13. In coordination with Finance Administration Officer, maintain and prepare payroll in monthly basis.
14. Perform other related functions as required by Operations Manager/Head of HR.
Knowledge, experiences and competencies
- Relevant academic level of working;
- Relevant work experience in: 3-5 years;
- Experience in dealing with administration tasks such as developing bidding documents for procurement, producing contracts, purchase orders, and minutes of meetings;
- Experience in dealing with local partners;
- Experience and familiar with International donors preferred;
- Affinity with administrative procedures.
How to apply?
Interested candidates are requested to submit an electronic copy of their expression of interest and CV to hr@hsi.foundation not later than on 4 April 2021.
Please put in email subject: Consultant – PA GDI OPS
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