[newdevjobsindo] Rare - Consultant, Operations & Administration Coordinator based in Bogor, West Java

Agustus 21, 2026 Comment

Annex-1 Term of Reference

Consultant, Operation & Administration Coordinator

Start Date: 21 September 2026
Duration of Contract: 6 (six) months, no automatic extension or conversion
Project/Program: MA+R/Fish Forever Initiative

Reports to: Manager, Finance & Operations

Dept./Division/Program: Operations

Location: Bogor, West Java

Travel: Occasional travel, as required for operational and program support

Fee Range: IDR 6,000,000 – 7,000,000 per month

Background

About Rare

Rare is the global leader in driving social change to help people and nature thrive. We have helped thousands of people across hundreds of communities in over 60 countries shift their behaviors and practices to protect the nature that sustains their lives, livelihoods, and communities.

Our people-centered approach is rooted in behavioral science and design thinking. We partner with local leaders and their communities to identify and break down barriers to adopting sustainable environmental practices and make change easier to adopt. We spotlight local solutions that enable communities to develop ownership, responsibility, capacity, and pride in conserving their natural resources and protecting the environment. And together, we shift social norms to make sustainability the default and ensure lasting change.

At Rare, we believe that the cumulative power of individual and collective action is a vital pathway to safeguarding and restoring our shared waters, lands, and atmosphere. With the right tools, knowledge, resources, and partnerships, individuals and communities can adopt sustainable behaviors and practices, and seed changes that spread across entire regions and countries.

Change is what we do. That’s what makes us Rare.

Core Responsibility

The Operations & Administration Coordinator will support the Manager, Finance & Operations, with the day-to-day administration of the Bogor office. The position will coordinate office services and logistics, maintain vendor information and operational records, and help ensure that procurement, expenditure, travel, event, and activity files contain the supporting documents required by Rare’s policies and applicable donor requirements.

The role is primarily administrative and coordinating in nature. Final financial approval, procurement approval, donor-compliance interpretation, and certification remain with the appropriately authorized managers or technical functions.

Main duties and key responsibilities

Office Administration:

Manage routine administrative services for the Bogor office, including reception arrangements, mail and courier services, meeting-room scheduling, office calendars, contact lists, correspondence, and general office records.
Maintain organized electronic and hard-copy files using approved folder structures, file names, access controls, retention requirements, and confidentiality standards.
Coordinate office utilities, internet, cleaning, security, repairs, maintenance, subscriptions, pantry and stationery supplies, and communication with landlords or service providers.
Support staff onboarding and offboarding administration as assigned, including workspace readiness, access requests, equipment handover coordination, orientation schedules, and return of organizational property.
Prepare routine administrative correspondence, meeting notes, trackers, forms, and status reports for review by the Manager, Finance & Operations.
Monitor office service needs and raise requests early to prevent disruption, unnecessary cost, or emergency purchasing.

Vendor Management and Procurement Administration:

Maintain an accurate vendor register covering office, hotel, venue, travel, transport, catering, courier, maintenance, equipment, supply, and other service categories.
Collect and organize vendor onboarding and due-diligence documents, such as legal identity, tax information, banking details, declarations, references, and other records required by organizational or donor procedures.
Support approved sourcing processes by circulating specifications or requests for quotation, receiving and logging submissions, coordinating clarifications, and preparing administrative comparison information without influencing or pre-empting authorized evaluation decisions.
Maintain procurement and contract trackers covering requests, quotations, evaluation records, approvals, purchase orders, contracts, deposits, delivery or service completion, invoices, expiry dates, and outstanding actions.
Coordinate delivery and service-acceptance documentation with requestors and promptly follow up incomplete, late, damaged, or non-conforming goods or services.
Maintain vendor performance notes, complaints, corrective actions, and service history to support future sourcing decisions.
Protect procurement integrity through confidentiality, equal treatment of vendors, conflict-of-interest disclosure, transparent records, and appropriate segregation of requesting, evaluating, approving, receiving, and paying duties.

Logistics and Operational Support:

Coordinate logistics for meetings, workshops, trainings, visitors, field trips, and other approved activities, including venues, accommodation, transport, catering, supplies, participant materials, and contingency arrangements.
Support domestic travel administration by coordinating approved bookings, itineraries, traveler information, travel documents, and communication with travel providers, in accordance with policy.
Coordinate receipt, storage, dispatch, courier delivery, and tracking of documents, equipment, supplies, and program materials.
Maintain current office asset and inventory records and coordinate tagging, custody handovers, movement, periodic physical checks, maintenance, loss or damage reporting, and authorized disposal.
Support office health, safety, security, accessibility, and emergency readiness, including emergency contacts, incident reporting, first-aid and fire-safety arrangements, and coordination with designated focal points.
Promote cost-effective and environmentally responsible operations, including efficient use of supplies, energy, travel, and reusable materials.

Donor Supporting-Document Coordination:

· Use approved checklists to help collect and organize supporting documents for donor-funded expenditures, procurement, travel, events, workshops, partner activities, and other transactions.

· Check files for administrative completeness, including approved requests, quotations or procurement justification, evaluation and approval records, purchase orders or contracts, invoices, receipts, attendance records, travel documents, evidence of delivery or completion, and other required attachments, as applicable.

· Maintain clear file indexes, document naming, cross-references, version control, access restrictions, and retention records so documents can be retrieved efficiently for reporting, spot checks, donor reviews, or audits.

· Track missing, incomplete, inconsistent, or overdue documents; follow up with responsible staff or partners and escalate unresolved items to the Manager, Finance & Operations.

· Protect personal, financial, vendor, partner, and participant information and share documents only through approved channels with authorized recipients.

· Never create, alter, backdate, substitute, or certify supporting evidence that was not genuinely produced by the responsible party. Suspected falsification, fraud, conflicts of interest, or deliberate circumvention must be reported immediately through designated channels.

Qualifications & Experience

Diploma or bachelor's degree in business administration, management, logistics, accounting, finance, office administration, or a related field
Minimum of one years of relevant experience in finance, accounting, procurement, administration, or field operations; experience with an international or local NGO and donor-funded projects is preferred
Demonstrated ability to maintain accurate records, manage multiple service requests, coordinate vendors and logistics, and follow detailed document checklists.
Strong Microsoft Word and Excel skills and the ability to use shared drives, document-management, procurement, travel, and collaboration systems.
High integrity, confidentiality, attention to detail, service orientation, and willingness to identify and escalate missing documents or control concerns.
Strong planning, communication, and follow-up skills, with the ability to work independently and collaboratively under changing priorities and deadlines.
Strong written and spoken Bahasa Indonesia; working English is desirable.

WORK ENVIRONMENT

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines, as well as video conferencing technology, emails and social media.

PHYSICAL DEMANDS

This is a largely sedentary role; however, some light walking around the office may be necessary, such as lifting reams of paper, moving chairs, boxes and other office-related equipment or tools.

POSITION TYPE AND EXPECTED HOURS OF WORK

This is a full-time position; typical workdays and hours are Monday through Friday 9 a.m. to 5 p.m. However, there may often be times when longer work hours are required. Please note that this position is eligible to participate in Rare's telecommuting or flexible work schedule program.

OTHER DUTIES

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Rare is an equal employment opportunity employer and is committed to a proactive program of affirmative action and diversity development. Rare will continue to recruit, hire, train, and promote into all job levels without regard to race, religion, gender, marital status, familial status, national origin, age,

All mental or physical disability, sexual orientation, gender identity, source of income, or veteran status. All employment-related decisions are based solely upon legitimate, job-related factors such as skill, ability, past performance, attendance and length of service. Discrimination of any type will not be tolerated under any circumstance.

Application Procedures

Please submit your application and curriculum vitae, relevant experience, via email no later than 4 September 2026, to Ratna Kania <recruitmentindonesia@rare.org>, placing the job title in the subject line and label your CV with your name. Only shortlisted candidates will be notified. Applications received after the deadline will not be considered.