POSITION: Travel Assistant
DIVISION: Operational Support
REPORTS TO: Procurement & Logistics Coordinator
TIME COMMITMENT: Full-time
LOCATION: Jakarta, Indonesia with the possibility of traveling
BACKGROUND
Yayasan Project HOPE (YPH) is non-profit foundation, locally registered in the Ministry of Law and Human Rights since 2018. As a sister organization to Project HOPE, it has been operating in Indonesia since 1960 with the visit of the hospital ship USS HOPE. Yayasan Project HOPE manages several programs in the areas of Infection Diseases, Tuberculosis Laboratory Strengthening, Maternal Neonatal Health, COVID-19 Emergency Response, and Mental Health. It is also establishing an emergency response hub to strengthen emergency response operating systems in Indonesia and Southeast Asia.
POSITION SUMMARY
The Travel Assistant will report directly to the Procurement and Logistics Coordinator. S/he will be responsible for efficiently and effectively organizing and coordinating travel arrangements, meeting and event-related procurement, and record keeping, to meet both humanitarian relief and project needs. The post holder will ensure compliance with donor grants, plan procedures, and procurement ethics.
RESPONSIBILITIES
Travel Arrangements:
1. Maintain communication with existing and/or recruit new travel agents, including car rental companies.
2. Manage travel agents, car rental, taxi vouchers, etc, and submit the invoices to the finance department for payment.
3. Make direct reservations with airlines, train stations, and hotels when travel agents are not available, following approved travel schedules.
4. Assist with car rental reservations according to approved travel schedules.
5. Process advance payments directly to airlines, train stations, hotels, and car rentals as required.
Meeting and Event-Related Procurement:
1. Assist in arranging meetings, trainings, and workshops for Yayasan Project HOPE activities.
2. Raise purchase orders and maintain records for meeting and event-related procurement.
3. Gather procurement specifications and tender bids received from suppliers for contractor selections related to meeting and event arrangements.
4. Support the Procurement and Logistics Coordinator in implementing overall procurement activities, including tracking progress, and ensuring documentation is in order, on time, and of high quality.
5. Monitor and update vendor/contractor information/database (travel agents, hotels, car rental companies, meals, and snacks vendors) for accreditation and evaluation to ensure reliable options are available.
6. Assist program management in preparing and issuing calls for proposals and bidding documents, ensuring transparency and compliance with procurement rules and regulations.
7. Organize and maintain proper procurement and filing systems, supporting records-keeping management related to projects.
Other:
1. Maintain coordination with the Human Resources & General Affair Coordinator and Finance & Accounting Assistant.
2. Performs any other related duties as required.
QUALIFICATIONS
• University degree in a relevant field or a combination of experience and education working in the sector.
• 2-3 years of experience in managing assets, procurement processes, and logistics operations.
• Experience with local NGOs and/or international donor-funded programs is preferred.
• Experience in emergency response operations is an advantage.
• Ability to communicate effectively with others, both oral and written.
• Able to write and speak both Indonesian and English.
• Knowledge of Microsoft Office programs.
• Willingness to travel across Indonesia when required.
• Strong analytical and reporting skills.
• Ability to effectively build positive relationships with vendors and coworkers.
• Excellent planning skills and ability to work well in a team.
APPLICATION PROCESS
The closing date for application is August 9, 2023. This position is designated for Indonesian citizens only. Interested candidates shall submit their application letter and CV (as attachment) to recruitment.yph@gmail.com by quoting Travel Assistant in the subject line. Only short listed candidates will be notified for interviews.
CODE OF CONDUCT
It is our shared responsibility and obligation to prevent matters involving Sexual Exploitation & Abuse, Trafficking in Persons, Child Safeguarding, and any suggested violation to our Code of Conduct, which may involve Conflicts of Interest, Fraud, Corruption or Harassment. An obligation to report If you see, hear, or are made aware of any suggested activities.
DIVISION: Operational Support
REPORTS TO: Procurement & Logistics Coordinator
TIME COMMITMENT: Full-time
LOCATION: Jakarta, Indonesia with the possibility of traveling
BACKGROUND
Yayasan Project HOPE (YPH) is non-profit foundation, locally registered in the Ministry of Law and Human Rights since 2018. As a sister organization to Project HOPE, it has been operating in Indonesia since 1960 with the visit of the hospital ship USS HOPE. Yayasan Project HOPE manages several programs in the areas of Infection Diseases, Tuberculosis Laboratory Strengthening, Maternal Neonatal Health, COVID-19 Emergency Response, and Mental Health. It is also establishing an emergency response hub to strengthen emergency response operating systems in Indonesia and Southeast Asia.
POSITION SUMMARY
The Travel Assistant will report directly to the Procurement and Logistics Coordinator. S/he will be responsible for efficiently and effectively organizing and coordinating travel arrangements, meeting and event-related procurement, and record keeping, to meet both humanitarian relief and project needs. The post holder will ensure compliance with donor grants, plan procedures, and procurement ethics.
RESPONSIBILITIES
Travel Arrangements:
1. Maintain communication with existing and/or recruit new travel agents, including car rental companies.
2. Manage travel agents, car rental, taxi vouchers, etc, and submit the invoices to the finance department for payment.
3. Make direct reservations with airlines, train stations, and hotels when travel agents are not available, following approved travel schedules.
4. Assist with car rental reservations according to approved travel schedules.
5. Process advance payments directly to airlines, train stations, hotels, and car rentals as required.
Meeting and Event-Related Procurement:
1. Assist in arranging meetings, trainings, and workshops for Yayasan Project HOPE activities.
2. Raise purchase orders and maintain records for meeting and event-related procurement.
3. Gather procurement specifications and tender bids received from suppliers for contractor selections related to meeting and event arrangements.
4. Support the Procurement and Logistics Coordinator in implementing overall procurement activities, including tracking progress, and ensuring documentation is in order, on time, and of high quality.
5. Monitor and update vendor/contractor information/database (travel agents, hotels, car rental companies, meals, and snacks vendors) for accreditation and evaluation to ensure reliable options are available.
6. Assist program management in preparing and issuing calls for proposals and bidding documents, ensuring transparency and compliance with procurement rules and regulations.
7. Organize and maintain proper procurement and filing systems, supporting records-keeping management related to projects.
Other:
1. Maintain coordination with the Human Resources & General Affair Coordinator and Finance & Accounting Assistant.
2. Performs any other related duties as required.
QUALIFICATIONS
• University degree in a relevant field or a combination of experience and education working in the sector.
• 2-3 years of experience in managing assets, procurement processes, and logistics operations.
• Experience with local NGOs and/or international donor-funded programs is preferred.
• Experience in emergency response operations is an advantage.
• Ability to communicate effectively with others, both oral and written.
• Able to write and speak both Indonesian and English.
• Knowledge of Microsoft Office programs.
• Willingness to travel across Indonesia when required.
• Strong analytical and reporting skills.
• Ability to effectively build positive relationships with vendors and coworkers.
• Excellent planning skills and ability to work well in a team.
APPLICATION PROCESS
The closing date for application is August 9, 2023. This position is designated for Indonesian citizens only. Interested candidates shall submit their application letter and CV (as attachment) to recruitment.yph@gmail.com by quoting Travel Assistant in the subject line. Only short listed candidates will be notified for interviews.
CODE OF CONDUCT
It is our shared responsibility and obligation to prevent matters involving Sexual Exploitation & Abuse, Trafficking in Persons, Child Safeguarding, and any suggested violation to our Code of Conduct, which may involve Conflicts of Interest, Fraud, Corruption or Harassment. An obligation to report If you see, hear, or are made aware of any suggested activities.
0 Comments:
Posting Komentar