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Admin Project Officer- IT Certification for Youth

Admin Project Officer- IT Certification for Youth

Plan International
country flag icon Indonesia (Jakarta) Expire:

Job Description

Role Purpose

Administrative Officer role as the point of contact for all project staff, providing administrative support and managing their queries. Main duties include managing office stock, preparing regular reports (e.g. expenses, asset & travel) and organizing company records. preparing invoice and input to SAP system, and travel report. She/He will report to Project Manager

Dimensions of the Role

Key End Result 3. Fixed Asset & Low Asset value management

  1. To manage the project asset
  2. Arrange annually physically check of project assets

Key End Result 4 Travel and office expenses report and preparing invoice

  1. Prepare the quarterly report for traveling outside or around Indonesia (with coordination with Procurement Officer if ticketing related to meeting/workshop/ training)
  2. Prepare monthly report for office expenses (office supplies, printer cartridge, office utilities).
  3. Input PO to SAP System and get approval from Admin Manager
  4. Prepare breakdown payment data list to Travel Agent for monitoring payment
  5. Support project for preparing documents for payment, coordination with Program and Procurement.

Key End Result 5 Arrange meeting, events & filing system

  1. Creating, updating, and maintaining records and databases
  2. Maintain a company calendar and schedule appointments
  3. Book meeting rooms as required
  4. Coordination with Receptionist for distribute and store correspondence (e.g. letters, emails and packages)
  5. Organizing special functions and social events
  6. Answer queries by staffs and vendors

 Accountabilities

Fixed Assed and Low Asset Management
  • Ensuring utilities cost effective and efficient
  • Ensuring office facilities well manage, cleanliness and tidiness
  • Asset movement are updated and recorded.
Administrative and Filling
  • Ensuring all project data are well documented for audit purposes Safeguarding Children and Young People (Safeguarding) and Gender Equality and Inclusion (GESI)
  • Ensures that Plan International’s global policies for Safeguarding Children and Young People and Gender Equality and Inclusion are fully embedded in project design, during implementation and as principles applied in day-to-day work;
  • Participates actively in capacity building and learning event on Safeguarding Children and Young People and Gender Equality and Inclusion;
  • Submits required documentations (reports, checklists, action plans) to implement policy, standards and approach on Safeguarding and GESI;
  • Understands and puts into practice the responsibilities under Safeguarding and GESI policies and Plan International’s Code of Conduct (CoC), ensuring that concerns are reported and managed in accordance with the appropriate procedures.

 Key relationships

Internal

  1. Project Manager; Reporting, coordination
  2. Finance Department; Payment process
  3. Procurement Specialist & Officer; Coordination.
  4. Project Staff; Coordination
  5. Communication; Coordination
  6. IT; Coordination

External

  1. Vendors; maintain relationship
  2. Partners; contract management

Technical expertise, skills and knowledge

Essential

  • Diploma/ Bachelor degree in Administration or any related field.
  • Experience in the related field is require for this position.
  • Excellent written and verbal communication skills
  • Excellent time management skills; ability to prioritize
  • Willingness to learn and to grow with organization and motivated to take on additional projects and solve problems
  • Self-directed and able to work without supervision
  • Comfortable in both a leadership and team-player role, manages team members, leads assistant meetings, and supervises when needed
  • Prior experience as office assistant, office administrator, or handling administrative responsibilities in a related field
  • Highly organized multi-tasker who works well in a fast-paced environment
  • Proficient computer skills, including Microsoft Office Suite (Word, PowerPoint, and Excel); scheduling appointments/updating calendars a must

Desirable

  • Experience with SAP Procurement will be preferable

 Plan International’s Values in Practice

We are open and accountable

We create a climate of trust inside and outside the organisation by being open, honest and transparent. We hold ourselves and others to account for the decisions we make and for our impact on others, while doing what we say we will do.

 We strive for lasting impact

We strive to achieve significant and lasting impact on the lives of children and young people, and to secure equality for girls. We challenge ourselves to be bold, courageous, responsive, focused and innovative.

 We work well together

We succeed by working effectively with others, inside and outside the organisation, including our sponsors and donors. We actively support our colleagues, helping them to achieve their goals. We come together to create and implement solutions in our teams, across Plan International, with children, girls, young people, communities and our partners.

We are inclusive and empowering

We respect all people, appreciate differences and challenge inequality in our programmes and our workplace. We support children, girls and young people to increase their confidence and to change their own lives. We empower our staff to give their best and develop their potential.

Physical Environment

Based at CO, office with at least 20% travel to projects areas, vendor offices and partner organization both in office, on the field and during humanitarian settings.

 Level of contact with children

Low contact: Rarely interaction with children

All applications will be treated in confidence. Only short-listed candidates will be notified and invited for interviews. Please submit your letter of application and detailed curriculum vitae in English by apply now not later than  November 29, 2021

Early application is encouraged as we will review applications throughout the advertising period and reserve the right to close the advert early.

A range of pre-employment checks will be undertaken in conformity with Plan International's Safeguarding Children and Young People policy.

As an international child centred community development organisation, Yayasan Plan International Indonesia  is fully committed to promoting the realisation of children's rights including their right to protection from violence and abuse. That means we have particular responsibilities to children that we come into contact with.

Yayasan Plan International Indonesia  believes that in a world where children face so many threats of harm, it is our duty to ensure that we, as an organisation, do everything we can to keep children safe. We must not contribute in any way to harming or placing children at risk. Equality, diversity and inclusion is at the very heart of everything that Plan International stands for. Our organisation is based on a culture of inclusivity and we strive to create a workplace environment that ensures every team, in every office, in every country, is rich in diverse people, thoughts, and ideas.

We will provide equality of opportunity and will not tolerate discrimination on any grounds. We foster an organisational culture that embraces and exemplifies our commitment to gender equality, girls’ rights and inclusion while supporting staff to adopt good practice, positive attitudes and principles of gender equality and inclusion.