JOB VACANCY
Position: Admin and Procurement Officer
Location: Jakarta
Company: Widya Erti Indonesia
Employment Type: Fixed Term (Full Time)
Application Deadline: 29 November 2026
About Us:
Widya Erti Indonesia is focusing on the education, agriculture, and community development sector by providing learning opportunities and empowering rural marginal communities to responsibly and sustainably care for environment. WEI project areas are in Sumatra, Kalimantan, Sulawesi, and other parts of Indonesia, with the head office located in Jakarta. We are currently looking to fill the following position:
Job Description:
Under the supervision and reports directly to the Finance Manager, s/he will be responsible for managing daily business activities including Administration, Procurement, and Finance Support
Key Responsibilities:
1. Administration
a. Provide overall administrative support in day-to-day implementation for all aspects of administrative management related to the Head Office and project’s activities.
b. Manage filing of all local administrative documents and other critical admin documents (such as correspondence, contracts, organization legal documents, etc.), ensuring the files are detailed, well organized, and centrally located according to Widya Erti Indonesia guidelines and procedures.
c. Greet and assist visitors upon arrival at the office to ensure they receive the necessary information before meeting with the intended staff.
d. Assist in organizing and conducting meetings, workshops, conferences, field monitoring, and other program activities.
e. Arrange and prepare documents/assets for shipping.
f. Maintain and update a list of essential phone numbers, including police stations, hospitals, and fire departments, and share the information with staff.
g. Organize the monthly schedule for the office cleaner.
h. Build and maintain good relationships and communication with vendors, local authorities, and stakeholders.
2. Procurement
a. Ensure the purchasing, repairing, and replacing of office equipment according to the procurement procedure (Budget Proposal, RFQ, Quotation, Summary Bid Analysis, Purchase Order, Invoice, Receipt, Good Receive Note).
b. Arrange and book flights and/or hotel accommodation for business travel for all staff and consultants, including arranging transportation.
c. Order office supplies and consumables, including managing their stock to ensure operational support.
d. Manage asset activities, including tagging newly acquired assets and licenses, and prepare the monthly asset report.
e. Identify, evaluate, and maintain a database of vendors and suppliers, and monitor vendor performance and delivery.
3. Finance Support
a. Assist staff in the preparation and collection of Travel/Expense Reports and other financial documents, including scanning receipts for settlement.
b. Manage invoices submitted by third parties, including local entities, for further processing in the Finance Unit.
c. Verify procurement supporting documents before payment processing, in coordination with the Finance team.
d. Support audit processes in close coordination with the management and finance team.
Qualifications and Skills:
1. Bachelor’s degree in accounting, finance, business administration, or a related field.
2. Preferably candidates who have experience in NGO/CSO.
3. Attention to detail (detail-oriented), highly organized, and problem-solving skills.
4. Desire to be proactive and create a positive experience for others.
5. Excellent time management skills and ability to multi-task and prioritize work.
6. Basic math and accounting skills.
7. Knowledge of procurement procedures and vendor management.
8. Comfortable handling confidential information.
9. Good communication skills in English and Bahasa Indonesia.
10. Proficient in MS Office.
11. Experience working with multi-function printers, including the ability to scan documents and send them as an email attachment, configure copy settings, and perform light maintenance tasks such as replacing toner cartridges.
How to Apply:
Please send cover letter and CV describing your qualities and experiences to recruitment@widyaertiindonesia.org with Admin and Procurement Officer_Applicant Name in the subject line, please name your file using this format CV_your name or application_your name (Luna Maya_CV, Luna Maya_application).
Please make sure you write the subject line correctly; otherwise, your application will not be included in the applicant list and you will not be able to participate in the selection process.
Only shortlisted candidates will be contacted directly.
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