The Econusa urgently invites the best, most-talented and highly motivated individuals to apply for the following vacancies:
- Post title: Administration and Operations Coordinator
- Supervisor: Operations Manager
- Duty Station: Jakarta
- Job Type: Full Time (1 year)
PURPOSE OF JOB
Ensuring administrative and secretariat support, office operations, asset management, and other logistical support throughout the Econusa offices run well according to organizational goals.
Operational units and secretariats must be able to communicate and coordinate with all staff and partners in supporting the implementation of programs and finances in a transparent and accountable manner.
These functions include: coordination of planning, implementation, monitoring and evaluation as well as reporting.
DUTIES AND RESPONSIBILITIES
- Together with the line manager, prepare a work plan and budget and monitor the operational units on a regular basis.
- Together with line managers, prepare reports on operational work units on a regular basis.
- Coordinate the archiving of correspondence issued from the Jakarta office and regional offices, documenting and storing organizational documents including donor and partner cooperation contracts.
- Prepare work contracts for facilitators, resource persons, consultants and coordinate with grant units for cooperation contracts with EcoNusa partners.
- Assist in the management of the organization's legal documents and their amendments.
- Prepare outgoing letters such as: invitations, assignment letters, etc. according to staff and organizational needs.
- Coordinate ticket bookings including collecting boarding passes, accommodation, meeting rooms and other logistical needs as well as preparing payment documents on time to support the activities carried out at Econusa.
- Collect and identify requests for procurement of goods and services and ensure that the requirements have been met according to the Procurement SOP.
- Make offers/comparisons of goods and services and prepare documents for analysis of offers of goods/services appropriately.
- Create and update a database of vendors or other service providers that work with Econusa.
- Update the asset database regularly.
- Prepare logistics needs for internal organization meetings (staff meetings, management meetings, supervisors and coaches, and other internal meetings).
- Monitor the needs of regional offices on a regular basis.
- Coordinate the use and calculation of the Foundation's credit cards with financial and other units.
QUALIFICATION AND EXPERIENCES
- Bachelor's degree from the University in the fields of Secretary, Administration, Management and other relevant fields.
- Minimum 3 years working experience in administration and other related fields.
- Have the ability to speak English verbally and in writing.
- Familiar with secretarial, logistics and administration.
- Quickly adapt in the work environment and communicate well.
- Have the ability to work multi-tasking and problem-solving.
- Willing to do field trips to regional offices.
WORKING RELATIONSHIP
- Internal: Close coordination with Econusa staff
- External: Close coordination with external (vendor, consultant, service provider, etc.)
The job description covers the main tasks. Post holders may be required to carry out additional duties according to organizational needs and within reasonableness of their level of skills and experience.
Organizational values: Diversity, Universal Humanity, Togetherness and Teamwork, Inclusion, Democracy, Integrity.
Please submit your letter of application and recent curriculum vitae by email to recruitment@econusa.id with subject “Administration and Operations Coordinator” no later than November 22, 2022.
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