Hivos: Administrative Officer

Hivos is an international organisation that seeks new solutions to persistent global issues. With smart projects in the right places, we oppose discrimination, inequality, abuse of power and the unsustainable use of our planet’s resources. Our primary focus is achieving structural change. This is why we cooperate with innovative businesses, citizens and their organisations. We share a dream with them of sustainable economies and inclusive societies. For its Hivos  seeks qualified candidates for the position of:

Title :  Administrative Officer
Duty Station :  Jakarta, Indonesia
Report to :  Operations Manager
Duration :  1 (one) year

Aim of the Job

The Administrative Officer, under the guidance of Operations Manager, is responsible to support day-to-day the regional hub’s operations especially the administrative task, including filing system.

Roles and responsibilities

1. Assist and support Admin team for administration and filing system (hardcopy and softcopy) in compliance with project administration procedures (Scienta) and Standard Operating Guidelines.
2. Responsible and process monthly operational and kitchen supplies advance and the liquidation, tracking taxi vouchers and provide report to finance for payments.
3. Assist and support Operations Manager in collecting data for fuel usage including managing emission report (Carbon report) to Global Office.
4. Generate and complete the transfer request form for supplier payments to be signed by Operations Manager; keep record of the payments.
5. Support Operations Manager in managing expatriates permit and required legal paper and coordinate with the agent.
6. Support all staff (Jakarta and field office team) for general administration matters (i.e flight travels, accommodation, training events, workshop and external/internal meetings)
7. Ensure that contracts are received by partner organizations and keep track of signed contracts to be returned, prepare payment lists for approval by PO and authorisation by the Regional Director and proceed the authorised payments to the Head Office and keep record of payments of receipts overdue and inform partner organizations accordingly;
8. Support and provide administrative, logistical and contact support for incoming visitors.
9. Support program team in the implementation of project and Project administration related to Admin and logistic matters.
10. In charge for maintaining Medical reimbursement tracking in coordination with finance for staff outpatient claim.
11.     Compile all application from candidates and process to arrange interview when shortlisted candidate has been selected.
12.    In coordination with HR Officer maintain the proper staff leave record compare with the attendance list.
13.    Perform other related functions as required.

Knowledge, experiences and competencies
• Relevant academic level of working.
• Relevant work experience in: 1-3 years.
• Affinity with administrative procedures.
• Work experience in international environment.

What do we offer?
An inspiring and dynamic working environment, dedicated colleagues and the possibility to work for an ambitious new international initiative.
Administrative Officer graded in Grade: 5-6  (from 1-14 Hivos’s SEA salary grade).

How to apply?
To apply for this position please submit your CV and a cover letter to no later than July 8th, 2020.
Please specify the position name you are applying for (Administrative Officer) in the ‘subject’ line of your email. Only shortlisted candidates will be notified.
For more information about Hivos Southeast Asia, visit
Opened position for national level / Indonesian nationality.

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