VACANCY ADVERTISEMENT
Konservasi Indonesia is a national foundation established to support sustainable development in the country. We are the main partner of Conservation International in Indonesia.
We envision a healthy and prosperous Indonesia where biodiversity is valued and preserved. With offices and project sites across Indonesia, we promote a sustainable landscape-seascape approach and establish partnerships with multiple stakeholders across sectors and jurisdictions to deliver lasting impacts for people and nature in Indonesia.
As we are constantly expanding, we are currently hiring to fill the following position for our office in Jakarta:
Senior Administration Coordinator
(Code: SADM - C)
The Senior Administration Coordinator is responsible for organizing and coordinating office operations and procedures in order to ensure organizational effectiveness and efficiency. This includes supervising Administration Assistant/Officer and Office Support staff. S/he responsible also to coordinate with the Field Admin or Operations team to ensure the regular updates of Asset/Inventory, Travel request and other related matters to Administration.
KEY RESPONSIBILITIES:
1. Asset Management:
· Maintaining and updating Jakarta and Field Offices list of assets; regular update on Business World Fixed Asset (BW-FA), excel files and hard-copies.
· Collect the equipment from Jakarta staff who resigned or terminated.
· Coordinate with Field Admin/Operations staff in maintaining and updating each office assets data.
· Coordinate with Field Admin/Operations staff in keeping and distributing the equipment.
· Conduct physical assets/inventory check for Jakarta office, all field offices and become resource person for training on asset management and BW-FA system.
2. Office and Event Management:
· Coordinate with HR team in preparing and maintain office telephone directory and project contact list.
· Ensure that KI Jakarta office equipment and facilities are well maintained and function effectively as well as handle regular service.
· Keep Jakarta office neat and organized also maintain adequate levels of office supplies.
· Liaise with Office Building Management for all office rent related matters
· Administrative support for events for KI Jakarta office and other field offices as needed.
· Provide program support functions to program team, i.e. arranging venue for meeting/workshops, reserving accommodation and providing other logistical support as needed.
· Be responsible for heavy calendar management, requiring interaction with both internal and external parties, to coordinate a variety of complex meetings.
· Supervise and maintain program files in cooperation with staffs.
· Design, establish, and maintain a central filing system for the Jakarta office
3. Travel Management:
· Assist Executive Assistant(s) in handling the SVP, coordinate and support other Senior Management Team (SMT)'s schedule, appointments, meetings, reservations and travel arrangements.
· Provide assistance on Domestic or International travel arrangements for KI, CI staffs and guests (ticket, visa, hotel and travel insurance) according to KI policy and procedures.
· Coordinate the working permit/visa process and all required documents for KI/CI Staff and/or KI/CI Foreign Employee
4. Procurement:
· Handle Jakarta and other field offices (as needed) Procurement Process as well maintain the documents.
· Liaise with KI Vendors and update the contracts and agreements with Vendors and Vendor database
5. Yayasan Administration:
· In charge for all administration matters of Yayasan. Including but not limited to: update Tanda Daftar Yayasan (TDY), Nomor Induk Berusaha (NIB), perubahan akte Yayasan dan kantor cabang.
· Other administrative duties as assigned.
PEOPLE AND RESOURCE MANAGEMENT RESPONSIBILITIES
· Directly supervise up to 5 staff, including Admin Officer, Driver, Office Helper and Security Guard.
· Review team performance and provide guidance and directive to ensure the staffs perform accordingly.
QUALIFICATIONS
· University Degree or Diploma in general management or administration or another related field
· Minimum of five years' working experience in similar position
· Pleasant and outgoing personality
· Good team player with the ability of working under minimum supervision
· Able to operate MS Excel. Word, PowerPoint. Internet
· Able to communicate in both native language and English.
ADDITIONAL QUALIFICATIONS
· Mature and dynamic personality.
· Effective communicator and open collaborator.
· Ability to work independently and effectively to provide good service to internal and external clients.
· Ability to supervise a group of people as the subordinate and provide guidance and directive
WORKING CONDITION
· Typical office environment, working fully from the office (WFO).
· No travel is expected.
Please send your current resume and cover letter (no more than 4 pages) to:
indonesia.hrd@konservasi-id.org
Please fill the "subject" column of the e-mail with this format:
< SADM - C > - < your name >
Closing date for the application is Dec 31, 2022
(Only short-listed candidates will be notified).
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