Administrative Officer role as the point of contact for all project staff, providing administrative support and managing their queries. Main duties are ensuring utilities cost effective and efficient, asset movement are updated and recorded, managing office stock, preparing regular reports (e.g. expenses, asset & travel), organizing company records, ensuring office facilities well manage, cleanliness and tidiness, preparing invoice and input to SAP system, and travel report. She/He will report to the Procurement Coordinator and dotted line to the Program Manager Space.
1. Fixed Asset & Low Asset value management
- To manage the project asset
- Arrange annually physically check of project assets
2. Travel and office expenses report and preparing invoice
- Prepare the quarterly report for traveling outside Indonesia (with coordination with Procurement Officer if ticketing related to meeting/workshop/ training)
- Prepare monthly report for office expenses (office supplies, printer cartridge, office utilities).
- Input PO to SAP System and get approval from Admin Manager
- Prepare breakdown payment data list to Travel Agent for monitoring payment
- Support project for preparing documents for payment, coordination with Program and Procurement.
3. Arrange meeting, events & filing system
- Creating, updating, and maintaining records and databases
- Maintain a company calendar and schedule appointments
- Book meeting rooms as required
- Coordination with Receptionist for distribute and store correspondence (e.g. letters, emails and packages)
- Organizing special functions and social events
- Answer queries by staffs and vendors
4. Safeguarding & PSHEA
- Carry out safeguarding principles in every planning process, making risk mitigation analysis, implementation, documentation, monitoring, evaluation, and reporting within all the project.
- Committed to building professionalism, a culture of protection, prevention of violence, and the attitude to have the courage to report any form of violence against children and program participants and participate in regular evaluations through the Annual Appraisal related to safeguarding with supervisors
- Participate in face-to-face induction and/or Safeguarding training and refresher training through the Plan Academy platform and promptly recertify.
Technical Expertise, Skills, and Knowledge
Essential
- Diploma/ Bachelor degree in Administration or any related field.
- Experience in the related field is require for this position.
- Excellent written and verbal communication skills
- Excellent time management skills; ability to prioritize
- Willingness to learn and to grow with organization and motivated to take on additional projects and solve problems
- Self-directed and able to work without supervision
- Comfortable in both a leadership and team-player role, manages team members, leads assistant meetings, and supervises when needed
- Prior experience as office assistant, office administrator, or handling administrative responsibilities in a related field
- Highly organized multi-tasker who works well in a fast-paced environment
- Proficient computer skills, including Microsoft Office Suite (Word, PowerPoint, and Excel); scheduling appointments/updating calendars a must
Desirable
- Experience with SAP Procurement will be preferable
Level of Contact with children:
Low contact: Rarely interaction with children
A range of pre-employment checks will be undertaken in conformity with Plan International's Safeguarding Children and Young People policy (PSHEA).
As an international child centred community development organisation, Yayasan Plan International Indonesia is fully committed to promoting the realisation of children's rights including their right to protection from violence and abuse.
Our organisation is based on a culture of inclusivity . We strive to create a workplace environment that ensures every team in every office and country is rich in diverse people, thoughts, and ideas.
We will provide equality of opportunity and will not tolerate discrimination on any grounds. We foster an organisational culture that embraces and exemplifies our commitment to gender equality, girls' rights and inclusion while supporting staff to adopt good practice, positive attitudes and principles of gender equality and inclusion.
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