TERMS OF REFERENCE
Position : North Sulawesi Terrestrial Program Administration Assistant
Program : Terrestrial
Line Manager : North Sulawesi Terrestrial Program Manager
Base : Manado, North Sulawesi
Duties and Responsibilities :
The administration assistant will primarily focus on the administrative, financial and operational aspects of the project and play crucial role in ensuring the management of documents, expenses, payments and logistical arrangements and other secretarial duties. He/she will responsible for:
1. Administrative, financial and logistic.
- Perform general day to day logistic and administrative support functions for WCS North Sulawesi Terrestrial Program team members, and consultants.
- Assist in arranging travel and accommodations for the participants of the WCS North Sulawesi Terrestrial Program event under the direction of program manager.
- Assist WCS North Sulawesi Terrestrial Program team in the planning, preparation during and after the event, which include booking for accommodation, issuing invitation letters, collecting the expense receipts for reporting and other logistic related requirements;
- Assist in overseeing all administrative aspects of training courses, workshops and other events including correspondence, registration, confirmation, certificates, badges, evaluation materials, and prepare and organize document kits and other related materials;
- Assist in manage travel arrangements and other logistical requirements of WCS North Sulawesi staff and when necessary, individual guests visiting WCS office or events;
- Maintain office supplies’ inventory (including stationaries) by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies, and verifying receipts of supplies in coordination with WCS North Sulawesi Finance and Administration Assistant;
- Assist the WCS North Sulawesi Finance Coordinator in obtain quotations from various suppliers when needed and as required and prepare quotation summary.
- Support WCS North Sulawesi Terrestrial Program team in transportation arrangement/office vehicle booking.
- Assists in verify data and check finance documents for completeness, mathematical accuracy and consistency.
- Support WCS North Sulawesi Terrestrial Program team member in preparing expenses claims such as clerical services and documenting receipts as needed and required.
2. Operational project
- Develop and update list of contacts and partners.
- Assist in providing regular reports as needed such as weekly update, monthly, and quarterly report both narrative and financial;
Requirements:
- Diploma degree in administration or equivalent experience in a similar position with an NGO or INGO (fresh graduated are welcome).
- Computer skills mandatory. Proficient in Microsoft Office Application.
- Good administrative/office management skills.
- Interpersonal skills, solid programming, financial and organizational development skills and excellent analytical and financial skills.
- Able to multi task, establish priorities and meet deadlines.
- Able to work with minimum supervision.
- Good oral and written communication skills in English.
Other
Please note that the above TOR constitutes only the main responsibilities and duties of this position. As WCS-IP is a flexible organization, staff members are expected to undertake any other tasks that are allocated to them but which are not part of their regular TOR, but related to it.
Application Details
Please send a covering letter and CV in English to wcsindonesia@wcs.org not later than 31st January 2020 stating in the subject line “Administration Assistant_North Sulawesi”.
No correspondence, only short-listed candidates will be notified.