WCS Administration Officer- Regional & IP


TERMS OF REFERENCE

Position : WCS Administration Officer-Regional & IP
Based in : Bogor Officer, with several travel to regional office 
Line Manager : Administration Coordinator

Job Summary

The Administrative Officer is responsible for providing administrative services, as well as logistic/ transportation support for Program activities both in WCS regional office and Indonesia Program, that conducted by Program staff in Bogor as well as WCS Staff in regional office. She/he must provide these services in an effective and efficient manner will ensure that municipal operations are maintained in an effective and efficient manner.

Responsibilities:

Indonesia Program Administrative Support

  • Be in charge of the reception area (accept visitors, answer the telephone, forward generic email to appointed staff,accept mails and deliveries,among others). 
  • Coordinate all logistical aspects of project administration including arranging travel,processing travel 
  • clearances, and fielding volunteer /consultants 
  • Label and maintain all administrative files including travel clearances/itineraries, visa requests for guest/consultant,and all other non-accounting related documentation 
  • Maintain and stock office supplies and process supply orders 
  • Responsible and organize meeting rooms 
  • Organize and maintain the office library 
  • Together with Administration Officer and Coordinator,support and organize and in charge for events conducted by Program staff in Bogor office. 
  • Manage the schedule of office vehicles and driver 
  • Provide secretarial services for the Country Director;Deputy Director and Senior Technical Advisor from time to time 
  • Undertakes other tasks as deemed necessary in line with the goal of providing management support to 
  • the Country Office as assigned by the HR and Administration Coordinator Regional Program Administrative Support 
  • Making travel arrangement for WCS Singapore office and the visitors (booking flights,hotels, taxis etc.) Managing personal expenses for WCS Singapore office including authorisation and payment 
  • Managing online banking (DBS Bank) including preparing payment request and obtaining authorisation 
  • Managing purchase invoices, purchase request and obtaining appropriate approvals and payment 
  • Preparing JVs to enter purchase invoices into SAP Preparing JVs to enter banking transactions into SAP Monthly bank reconciliations 
  • Administration of consultant/intern contract signatures and payments 
  • Any other ad-hoc duty requested by Regional Finance Manager/Regional Director.

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 Applications. 
  • Good administrative/office management skills 
  • Interpersonal skills, solid programming, financial and organizational development skills; and excellent analytical and financial planning skills 
  • Strong analytical and interpretative problem solving skills 
  • Able to multi-task,establish priorities and meet deadlines 
  • Able to work with minimum supervision 
  • Good oral and written communication skills. English and Bahasa-lndonesia 
  • Concern for wildlife conservation & environmental issues is essential.

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.

Please send a covering letter and CV in English to wcsindonesia@wcs.org not later than 24 July 2019 stating in the subject line “Administration Officer_(name)”. Please also include a portfolio of your previous work or links to blogs or galleries online. No correspondence, only short-listed candidates will be notified.