Office Manager (OM)
Nuffic Southeast Asia is an overseas office of Nuffic, the Netherlands expertise and service centre for internationalisation in education. Nuffic Southeast Asia is supporting Dutch and EU knowledge diplomacy in Southeast Asia, accommodating, and engaging the network of the Netherlands' Knowledge Sector in support of the quality of education and knowledge development, trade and investment and social and cultural connectivity between the Netherlands/EU and Southeast Asia, with the SDGs as overall goal-setting framework. The geographic scope of work of the office are the Members States of the Association of Southeast Asian Nations (ASEAN).
The key activities of Nuffic Southeast Asia are:
• Support institutional cooperation between Indonesian and Dutch higher and vocational education institutions
• Support and implement activities on behalf of the NL Knowledge House (see: https://nlkh.org)
• Coordinate the organization of the Week of Indonesia-Netherlands Education and Research (WINNER – see: www.winner.or.id)
• Support Netherlands (NL) Alumni networks and Indonesian/Southeast Asia knowledge community in the Netherlands, to be involved in social, cultural, trade and investment relationships
• Manage Tailor Made Training, short courses and scholarship programmes.
• Coordinate education, knowledge and exchange projects
• Support qualified two-way student mobility between Southeast Asia and the Netherlands
• Provide information on study programmes and internship places for Dutch students in Southeast Asia
• Support Connectivity between the Netherlands/European Union and Southeast Asia
The general tasks of the Office Manager (OM) are to plan and oversee all administrative support, human resources management, and office services. Duties include coordination of recruitment and staffing, overall budgeting, equipment maintenance, facilities, some travel management and/or other related functions. Directly participates in administrative decision making; establishes, implements, and enforces office policies and procedures. The Nuffic Southeast Asia office is currently growing to approximately 25 staff and consultants. The Office Manager also interacts with Nuffic headquarters in the Hague, the Netherlands.
Responsibilities:
• Design and implement office policies by establishing standards and procedures, measuring results against standards, and making necessary adjustments
• Oversee and manage daily administrative operations and assist in resolving problems related to the day-to-day operations of the organization
• Work closely with the Director on organizational strategy and operations and provide support and advisory services on a range of organizational matters.
• Prepare the annual overall office budget based on the input of programme/project managers as well as monitor the budget realization
• Prepare quarterly reports and financial analysis
• Review the payroll administration, BPJS Ketenagakerjaan (SIPP Online) and BPJS Kesehatan (EDABU)
• Lead the management of visas and work permits for expatriate staff.
• Ensure a safe work environment, coordinate recruitment, employee relations, compliance with employment law, and support training, and development.
• Making sure that the office has a stable ICT environment.
• Plan and coordinate social activities; outing, farewell, year-end party etc.
Requirements:
• Bachelor's degree in human resources, accounting, management or another appropriate field, with a minimum five (5) years of relevant work experience in a similar role. Post-graduate degree not necessary.
• Experience in budgeting; Knowledge of donor-funded programme management is an advantage
• Demonstrated ability to plan and organize tasks and workflows, with proven ability for accuracy under pressure and adherence to deadlines.
• Good IT skills with adequate knowledge of Microsoft Office and Outlook (particularly MS Excel and PowerPoint).
• Good command of English, written and spoken
• Ability to prioritize and work to deadlines.
• Able to work in a team and independently.
• Available to work flexible hours when needed, as evening or weekend work and including some traveling within Indonesia and to the Netherlands
Remuneration:
The successful candidate will be offered a monthly salary commensurate with the personal qualifications and experience. Other applicable benefits include medical insurance, various paid leaves in accordance with Indonesian Labour Law and an annual wage supplement equivalent to a month's salary. Please note that this position is a local engagement and does not come with a mobility package. This is a fixed- term position with an initial contract duration of one year reflecting the current the availability of funding and depending on the candidate's performance.
How to apply?
Please send your application with a motivation letter for the position together with a detailed CV and certified true copies of educational certificates/transcripts via e-mail to: sea.recruitment@nuffic.nl mentioning Office Manager in the subject line. The deadline for applications is 22 April 2024 the Selection Committee's decision is final and only shortlisted candidates will be notified.
For more information, please visit: www.nufficsea.org
| Our office in Southeast Asia, is located in Jakarta and initiates and facilitates institutional cooperation between Asian and Dutch knowledge institutions. We know and understand the education systems of both countries and have profound knowledge of the local context. www.nufficsea.org |
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