IBCA - Office Assistant

INDONESIAN BUSINESS COALITION ON AIDS

Job code title: OFFICE ASSISTANT
Recruitment: Indonesian National
Duration: 1 year with a possibility of 2 year extension.
Location: Jakarta

Background:
The Indonesian Business Coalition (IBCA) is a non-profit, politically neutral, voluntary association of businesses operating in Indonesia, working together to adopt best practices in the fight against HIV/AIDS. IBCA is organizing a private sector response to the growing HIV/AIDS problem in Indonesia and assist company employers to develop and implement comprehensive workplace HIV/AIDS programs.

IBCA is looking for a capable Indonesian staff for its ‘Office Assistant’ (Finance and Admin Assistant) post.

Duties and Responsibilities
1. Ensures administration and implementation of IBCA Secretariat workplan and activities focusing on achievement of the following results:

Implementation of effective internal control.
Support the coordination of administrative aspects of events and workshops in close coordination with other staff.
Support staff members in the organization of their duty travel inside and outside the country. Includes purchase of tickets, Subsistence Calculation, Travel Authorization preparation and processing of travel claims.
Monitors use of office resources such as computer equipment, official vehicles, and allocation of office space.
Support the organization of events and workshops.

2. Organizes procurement process:

Preparation of procurement plans for the office and their implementation monitoring.
Organization of procurement processes including preparation of contracts, Terms of References, request for quotations from suppliers and negotiation of certain conditions of contracts in full compliance with IBCA rules

3. Provides HR/Personnel services focusing on achievement of the following results:

Implementation of recruitment processes including drafting job description, provision of input to job classification process, vacancy announcement, screening of candidates, participation in interview panels.
Preparation of contracts and timely follow-up on attendance records and payroll issues.

4. Acts as focal point for the IBCA Secretariat in maintaining regular coordination with the IBCA Founding Members to ensure timely implementation of the IBCA Secretariat Workplan and activities.

5. Coordination of requests for responses related to administrative matters.

6. Drafting and preparing correspondence as required based on requests from the APBCA Country Coordinator, Executive Director and Programme Coordinator.

7. Maintaining a contact system for founding members and other business communities, government, international donors, UN Agencies, civil society groups for invitations, correspondence and networking.

8. Holding Petty Cash and producing monthly Financial Report in timely manner. Office Assistant will hold Petty Cash and produce a complete set of financial reports, bank reconciliation and summary of expenses of each activity and revenue.

Corporate Competencies:
q Demonstrates commitment to IBCA mission, vision and values
q Displays cultural, gender, religion, race, nationality, age and HIV/AIDS sensitivity and adaptability

Functional Competencies:
q 5-6 years of progressively responsible administration, finance and human resources experience is required.
q Experience in human resource management and financial management would be desirable.
q Fluency in English and Bahasa Indonesia
q Experience in usage of computers and office software packages (MS Word, Excell, Powerpoint).
q Remains calm, in control and good humored under pressure
q Able to operate effectively in a team environment and consistently approaches work with energy and a positive, constructive attitude.
q Demonstrates openness to change and ability to manage complexities
q Education: Diploma or University Degree in Management, Finance or Business Administration
q Fluency in English and Bahasa Indonesia

Please send your recent resume with three references mentioning your expected salary range by 24 February 2008 to:

Please write: Post: Office Assistant as subject

You can email (encouraged) or mail to:

Taslima Lazarus
Country Coordinator, IBCA
Menara Duta 3rd Fl
Jl. Rasuna Said, Kav. B-9, Jakarta 12910
Email: ibca@sintesagroup.com