JOB VACANCY
KOICA Indonesia is looking for an Administrative Officer
TERMS OF REFERENCE
Selection Criteria:
Position : Administrative Officer
Location : Jakarta, Indonesia
CV Submission Period : 19 November – 2 December 2024
Interview Period : Second-Third week of December 2024
Duration : Annual basis(it can be extended upon agreement)
* Probation Period: the first three(3) consecutive months
A. General Description
Korea International Cooperation Agency (KOICA) is the government organization for Official Development Assistance (ODA) under the authority of the Ministry of Foreign Affairs of the Republic of Korea. In 1991, the Korean government established the KOICA Headquarters and its first regional office in Jakarta, Indonesia. Over the last three decades, KOICA Indonesia office has provided a variety of development programs including projects, technical cooperation, capacity development programs and volunteer activities. As we continue to adapt to the fast-changing development environment of Indonesia, KOICA now expands the scope and scale of programs for social and economic development of Indonesia.
B. Objectives of Position
Under the overall guidance of the KOICA Representative in Indonesia, the Administrative Officer is responsible to ensure the smooth and efficient operation of office functions through effective management of administrative, public relations, and HR tasks. This includes maintaining an organized office environment, supporting office operations, assisting with staff attendance and onboarding, coordinating communication with stakeholders, and ensuring compliance with policies and regulations. Additionally, the Administrative Officer organizes office events and meetings to foster team collaboration, ultimately enhancing productivity and supporting the organization's mission.
C. Scope of Work
The Program Officer will be responsible for the following duties:
• (Office & Asset Management) Maintain and manage office properties and ensure smooth operational functionality across all office assets.
• (Health Insurance & Medical Check-Ups) Manage health insurance and regular medical check-ups for local staff.
• (Accounting & Financial Tasks) Handle banking, and accounting tasks ensuring financial transactions are tracked and documented accurately.
• (Tax Exemption & Reimbursement) Handle tax exemption and restitution processes, ensuring compliance with local tax regulations.
• (Human Resources) Maintain and manage attendance records and related materials for staffs, and provide support to works related to Korean staff dispatch.
• (Public Relations) Manage office social media, and Google Calendar. Coordinate and prepare photos, videos, and public relations materials to increase awareness and visibility of KOICA.
• (Office Operation) Provide administrative support to tasks related office operations
D. Location
The duty station is KOICA Indonesia Office, Jakarta, Indonesia, and may also participate in work-relevant sites.
E. Qualifications:
1. Education: At least a university degree in Business Administration, Management or related fields
2. Experience: At least five(5) years of professional experiences in office administration. Work experience in development cooperation agencies or international organizations would be an asset. Starting salary is commensurate with work experience and qualifications.
3. Language requirement: Excellent written and verbal communication skill in English and local language is required.
4. Core Competencies: accountability, effective communication, inclusive collaboration
5. Others
- In the interest of making the most effective use of resources, we are only able to respond to applicants who are short-listed for interview. Candidates who do not receive any feedback within two weeks should consider their application unsuccessful.
- Candidates may be required to take a written test.
- New employees should go through a probation period of three months.
The closing date for applications is 2 December 2024. Interested candidates should submit an application letter, updated CV, a list of references, and recommendation letter (all documents must be in English) to the following email: (recruitmentforkoica@gmail.com) with a tile of "Administrative Officer_Job Application(first and last name)".
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