BBC Media Action, the BBC’s international development organisation, uses the power of media and communication to support people to shape their own lives. Working with broadcasters, governments, other organisations and donors, BBC Media Action provides information and stimulates positive change in the areas of governance, health, and resilience and humanitarian response. This broad reach helps to inform, connect and empower people around the world.
BBC Media Action is independent from the BBC, but shares the BBC’s fundamental values and has partnerships with the BBC World Service and national broadcasters that reach millions of people in developing countries. In addition, BBC Media Action trains journalists and reach audiences with local broadcast partners.
BBC Media Action is currently seeking:
Administration Officer
(1 position)
Duty Station : Jakarta, Indonesia
Reports To : Head of Finance and Administration
Duration : 1 year fixed term initially (with a possibility of extension)
Start Date : As soon as possible
Overall purpose:
The role will support the administrative operations for BBC Media Action Indonesia office which relates to the delivery of the organisation’s new project, which aims to increase public understanding about forests, green growth and sustainability issues in Indonesia. The Administration Officer will be primarily responsible for the following:
Main Duties:
Administration
· Works closely with the project team and support on programme delivery through a range of administrative tasks
· Manages the monthly logistic for the house of Country Director, which includes electricity and internet billings, service area fees
· Ensures vendors send their monthly invoices on time (e.g. Vehicle Rent, Driver and Overtime Fees, Office telephone, Bluebird, etc.)
· Books airline tickets and accommodations for staff travelling to various locations in Indonesia and international
· Liaises with vendors to arrange legal permits for international staff and family (e.g. Visa, KITAS, Work Permit, etc.) under coordination with HR Department
· Ensures the office has adequate stock of stationeries and office supplies.
· Maintains the records of the used Bluebird taxi vouchers by monthly
· Makes a request for taxi vouchers to Bluebird
· Prepares cash advance for driver and collect the receipts for spending and submit to finance on a timely manner
· Works closely with finance team for financial processing and reporting requirements
· Submits timely and accurate petty cash reports to finance teams in line with company policy
· Assists the Country Director in preparing his/her Expense Claim for reimbursement, and ask Finance for review and London for approval before making the payment
· Liaises with London office for any documents need to be shipped or signed-off
· Orients new staff on admin related processes of organization
· Liaises with workspace provider to provide access card for new hired staff or visitor
· Maintains all administration files in softcopy and hardcopy
· Makes professional decisions in a fast-paced environment
· Undertakes any other relevant tasks are assigned by the Line Manager
Procurement
· Be a first point of contact for any procurement related requirements for the office and project, e.g. Office supplies and stationeries, etc.
· Liaises with vendors in managing renewal or new contract agreement for Office Rent, Country Director’s House and Furniture Rent, Vehicle Rent and Driver’s Fees, Travel Agents, etc. This includes the preparation of procurement documentations, such as Purchase Requisition, Request quotes from vendors, Comparative Analysis Form, Decision Memo, Single Source, Purchase Order or Contract, and any relevant procurement forms
· Assists for procuring the goods and services through the procurement process in the absent of the IT & Logistic Officer
· Handles end to end procurement process from getting clear specification of purchase until the delivery and payment of the purchase
· Creates and maintain good relationships with vendors/suppliers
Safeguarding
- Understand and complies with the Safeguarding policy and the staff Code of Conduct
- Participates in relevant mandatory training on Safeguarding and Respect at Work
- Reports any Safeguarding concerns immediately, either to the Country Director, or using the Whistleblowing Policy
Required skills, knowledge and experience
· Minimum qualification – University Graduate
· Between 3 and 5 years of experience in office administration, preferable at least 2 years of experience in non-profit sector
· Good knowledge and practice of office administration and procurement
· Good computer skills
· Ability to work under tight deadlines & flexible approach to finding solutions
· Fluent in written and spoken English and Bahasa Indonesian.
Additional requirements
- Legally entitled to work in Indonesia
- Professional fluency in written and spoken English and Bahasa Indonesia
- Willingness to travel and to work flexible hours including weekends and evenings, when necessary.
- This position may require the occasionally physical work as they may have to lift and carry heavy IT equipment.
Relevant Competencies
- Planning and Organisation – Is able to think ahead in order to establish an efficient and appropriate course of action for self and others. Priorities and plans activities taking into account all the relevant issues and factors such as deadlines, staffing and resources requirements.
- Resilience – Can maintain personal effectiveness by managing own emotions in the face of pressure, setbacks or when dealing with provocative situations. Can demonstrate an approach to work that is characterised by commitment, motivation and energy.
This job description is not intended to be an exhaustive list of responsibilities and duties.
The post will be based in Jakarta with occasional national travel. S/he may from time-to-time be asked to take on extra responsibilities by senior members of BBC Media Action.
Applications:
Interested applicants should submit a CV with an introduction letter detailing their skills, knowledge and experience, and outlining what they can bring to the job. Please do not include certificates.
Email to recruitment@id.bbcmediaaction.org
Only short-listed candidates will be contacted to attend an interview.
Closing date: 17th April 2022
The BBC is an equal opportunity employer
“The role may involve working with groups of vulnerable children and adults. For the successful candidate, mandatory training will be provided on BBC Media Action’s safeguarding policy and staff code of conduct. A police background check may form part of the recruitment process. BBC Media Action operates a zero-tolerance policy concerning all forms of abuse and exploitation of vulnerable people.”
