[newdevjobsindo] YGSI Vacancy - Administration & Procurement Officer (Urgently Required)

Januari 24, 2024   Comment  

Background

Yayasan Gemilang Sehat Indonesia (YGSI) formerly Rutgers Indonesia is an organization based in Indonesia and affiliated with Rutgers in the Netherlands. It works with implementation, research and advocacy partners in various provinces in Indonesia to improve sexual and reproductive health and the acceptance of sexual rights, gender equality and gender-based violence prevention. YGSI addresses various challenges and problems young people face regarding their sexual and reproductive health and well-being. We do this, amongst others, by empowering them through research and advocacy, program implementation, and grant management.

 

 

Job Purpose
Under the supervision of Human Resources & Administration Manager; this position will work closely with the Program Administrative Officer (PAO) to organize the tasks related to the office operational activities at YGSI.
 

Main Responsibilities

Administration:

·            To provide assistance in organizing daily office activities (including front-office, correspondence, licensing, office equipment and ensuring the Information and Technology system runs smoothly);

·            To maintain office security as necessary and provide assistance in monitoring the implementation of Security and Safety procedures and Code of Conduct;

·            To organize events of non-programmatic events (meetings, training, workshops, business trips) as well as handling logistics, accommodation, transportation and administrative needs for the staff of YGSI;

·            To assist in proceeding with the necessary documents required by the staff (such as passports, visas and other documents) required for the benefit of business travelling (domestic and foreign);

·            To keep filing systems and archiving systems in place and also to ensure that the communications materials (the project briefs etc) are well stocked, monitored and that the Country Representative is kept up to date with this;

·            Custody of all office assets, their safety, insurance, tracking movements, regular updates of the asset register and spot check;

·            To work together with Program Administration Officer in managing assets inventory of YGSI;

·            To manage the storage to make sure all inventory are in order and record stock in out

·            To ensure that all office facilities & equipment are functional all the time and be in charge of arranging any repairs, replacements & maintenance;

·            Participate and update in the development and establishment of office registration, policies, procedures, and guidelines including:

ü   Office registration and reporting requirements under Indonesian Labour Law;

ü   Office policy & procedures manual;

ü   Other policies and procedures as required by institutional partners and regulatory authorities.

·            Other tasks assigned by the supervisor.

 

Procurement

·            To work with the programme and other support teams to develop procurement plans for new projects and assist in all procurement processes within the YGSI Office;

·            To proceed with the procurement of goods and services for the organization;

·            To be in charge of all service & maintenance contracts issuance and monitoring;

·            To ensure procurement procedures and authorisation procedures are followed, such as:

ü   Purchase Request, Purchase Order and Invoice Authorization Form

ü   Sort incoming supplier quotations, invoices and payment requests.

 

Qualifications, Experience and Work Based Skills and Competencies:

·            Commitment to YGSI's values (i.e.: diversity, respect on others, gender, sexual orientation, religion, and child protection rights)

·            Minimum D3 degree, preferable in Business Administration, Accounting, Literature, or Library Studies

·            At least 3 years working experience with procurement and administrative (International non-profit environment preferred)

·            Ability to multitask and meet deadlines required
Organised, proactive, committed and service minded

·            Ability to prioritise workload, use initiative and work independently
Consistently on learning and can- do attitude.

·            Demonstrated competence with Microsoft Office and accounting software experience preferred

·            Good communication skill, both in Bahasa Indonesia and English (verbal and writing) and can work within a multicultural environment, including both national and international staff member

Contract Duration            : 1 (one) year with the possibility of extension

Expected Starting Date    : 2^nd week of March 2024

Duty Station                   : Jakarta

 

How to Apply:

If you are interested in applying for this position, you may send your motivation letter and CV in English to recruitment_ygsi@rutgers.id  by February 9, 2024 with the email subject "Administration & Procurement Officer".

 

Only shortlisted candidates will be notified. YGSI gives equal opportunity employment regardless of gender, sexual orientation, or religion.