About the organization:
Yayasan Relief Islami Indonesia (YRII) is an independent humanitarian and development organization. YRII, previously Islamic Relief Worldwide in Indonesia as globally with Islamic Relief Worldwide we have been fighting poverty and injustice for 30 years, in a world where more than three billion people still live in poverty
Country Purpose:
Islamic Relief Worldwide in Indonesia has been operating since 2003, and officially became the Yayasan Relief Islami Indonesia in January 2022. The objective of the Yayasan Relief Islami Indonesia program is to contribute to the social welfare of the Indonesian people and to alleviate suffering. The main sector for the programme include:
• Water and Sanitation
• Sustainable livelihood
• Education
• Child Welfare
• Shelter
• Disaster Risk Reduction
• Climate Change
The geographical area: NTB, Aceh, Central Sulawesi, West Sulawesi and Jakarta Province and will be expanded to all regions of Indonesia according to the development of the organization. The implementation of the program is carried out directly by YRII or through cooperation partners.
Yayasan Relief Islami Indonesia is seeking Logistic & Admin Officer based in Jakarta - Indonesia.
Reporting Line:
Post holder would directly report to Senior Logistic & Admin Officer.
Overall Responsibility:
Islamic Relief Indonesia seeks on dynamic professional to vacant position of Logistic & Admin Officer. The Admin and Logistic Officer is responsible for providing Administration and Logistic functions to ensuring the accountable and effective management for the overall project support department in line with Islamic Relief policies and procedures, also responsible for day-to-day Admin and Logistic activities, including staff supervision.
Key Duties and Responsibilities:
Office Management
- Negotiate and maintain lease agreement and liaise with land-lords for official premises
- Ensure that IRI offices maintain a pleasant environment to work in and that all office equipment and facilities working properly.
- Maintain adequate levels of office supplies at all times and ensuring proper functioning of office equipment.
- Liaise with vendors, contractors; obtain outside services such for office and its equipment maintenance
- Process supplies of printing materials for Official letterhead, envelope, name cards, invoice, etc.) And ensure that sufficient supplies are available.
- Maintain filing document/Archiving
- As required provide administrative support and oversight the field offices
- Assist in any other duties that may be assigned
Travelling arrangement
- Help prepare the daily schedule and allocation of Drivers / vehicle usage
- Set up accounts with supplier for printing, travelling, hotel reservations, rent a car in a project area etc.
- Responsible for travel booking requests both national and international, Facilitate and maintain visa/ IMTA/ KITAS update for delegates
Filling & Communication
- Design, establish, and maintain a central filing system for the office.
- Maintaining record of incoming and outgoing letter
- Maintaining incoming and outgoing phone and faxes
- Organizing official event (guest arrangement, meeting arrangement, maintaining guest book, greeting the guest, etc.)
- Draft correspondence, prepare invitation, arrange reception and organize logistic for events (seminars, workshops, etc.) as needed.
- As required, provide interpretation and translation services
Logistics
Stock and supplies
- Provide, maintain the stock and the record of office supplies
Vehicle management
- Responsible for up-dating vehicle logbooks for maintenance and control purpose.
- Records of fuel use in vehicles.
- Check / prepare reports on the condition of the vehicles and ensure cleanliness along with the driver concerned.
- Assist the maintenance and periodic repairs on vehicles complete with documentation record.
- Responsible for updating the vehicle insurance
Security, Cleaner and Driver
- Supervise the work of Security, Office Cleaner and Drivers.
- Monitor the Security Personnel activities
- Checks Security logbook for matters to be follow-up and control purpose
- Manage the completion and submission Time Sheet / Overtime the overtime from supports staff
Skills:
§ Experience working as part of a multi-disciplinary team.
· Fluent written and spoken English and Bahasa.
· Computer skills (MS Word and Excel)
· Good communication skills
· An ability to work under pressure and within a complex and insecure environment
· Able to work in a multi-lingual and cross-cultural environment.
· Respect for confidentiality and commitment to Islamic Relief overall aims and objectives, including gender, equality and equal opportunities in all aspects of Islamic Relief’s work.
· Initiative, flexibility and ability to work in a team.
· Ability to understand & interpret organizational policies/procedures.
· Attention to detail and ability to produce accurate work.
· Good personal organization and supervisory skills
· Good presentation/interpersonal skills.
Requirements:
- Minimum of 3 years experience in Administrative Management
- At least some experiences in Admin and Logistic, preferably with an international NGO
- Capacity to work under time pressure and sometimes extra hours
- Able to communicate in English and Bahasa Indonesia, both written and verbal
Strong interest in development work with respect for confidentiality and commitment to YRII overall aims and objectives, including gender, equality and equal opportunities in all aspects of YRII’s work.
YRII is a faith based-non government organization that respects diversity and inclusiveness. Applicants from diverse religions, gender, race, and physical impairment are encouraged to apply
Accountability:
All YRII team members are expected to support all efforts towards accountability, specifically to our beneficiaries and to international standards guiding international relief and development work while actively engaging beneficiary communities as equal partners in the design, monitoring and evaluation of our field project
Safeguarding:
Yayasan Relief Islami Indonesia participates in the inter-Agency Misconduct Scheme to ensure that our operations and programs, staff, representatives, children, young people and people at risk are protected against the risk of harm and abuse. With a zero-tolerance approach YRII is committed to responding appropriately and constructively to any and all information related to safeguarding issues during recruitment process.
How to apply :
Please send only your application letter and CV to the email address:
irid.recruitment@islamic-relief.or.id
Applications submit directly to Yayasan Relief Islami Indonesia Office will not be considered.
Only short-listed candidates will be contacted.
The deadline for submitting applications : August 24, 2023
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