Sr. Administration Officer

The American Red Crosshelps vulnerable people around the world to prevent, prepare for and respond to disasters, complex humanitarian emergencies and life-threatening health conditions. As a member of the International Federation of Red Cross and Red Crescent Societies (IFRC) and one of more than 20 National Societies working with PMI in Indonesia, the American Red Cross is currently implementing its development programs in Banda Aceh, Aceh Utara, Lamno and Calang with a liaison office in Jakarta.

The work of the American Red Cross in Indonesiais focused on 6 main areas: water and sanitation, community infrastructure, psychosocial support, health (avian flu, community-based first aid, social mobilization and youth red-cross), disaster management and livelihood support. We implement our work directly, through partnership with host national societies, UN agencies and other non-governmental organizations.

The American Red Cross Tsunami is currently seeking a Sr. Administrator Officer(1 person) to be based in Banda Aceh with 3 month under Fixed Term Contact .

DUTIES AND RESPONSIBILITIES:
ð Ensure office administration procedures are in place and work towards improving and develop the administration tool and system in Banda Aceh office
ð Train Admin Assistant about admin form and admin policy and develop their Admin skill capacity
ð Be a focal point for all staff travel both to and from Banda Aceh, oversee the booking of flights, accommodation and monitor the arrival of new staff or consultants
ð Supervise and manage for arranging all official documents related to expatriates staff and visitors. This includes registering expatriates in Banda Aceh immigration office , arranging to renew and extend visa, Kitas and other immigration documents through federation
ð Supervise and responsible for registering expatriates to Police department and maintain updated information on police report
ð Supervise and manage day to day administration operation function support for staff in Banda Aceh office.
ð Handling and disbursing petty cash
ð Design and maintain system to establish adequate stock levels of office stationery/supplies and proper functioning of office equipment
ð Monitor usage and prepare request for reordering to Logistics when supplies diminish to a pre established level
ð Prepare office inventory usage report on monthly basis
ð Responsible for administration filing system management
ð Updated contact list and send it to all ARC staff on a monthly basis.



FACILITIES
ð Ensure the provision of facilities and needs of delegates are being adequately met
ð Monitor the expenditure and budgeting of offices and guest houses amenities (electricity, water, telephones and maintenance cost)
ð Oversee all welfare issues relating to guesthouses ; ensure Cleaners are trained in hygiene and related issues; ensure that all staff have access to safe drinking water
ð Supervise Facilities Officer to ensure provision of office facilities ; desk, chairs, IT facilities, drinking water in Banda Aceh office function well
ð Together with facilities officer, negotiate houses with landlord and report to HR & Admin Coordinator
ð Ensure payment of utilities
ð Manage and supervise cleaners and ensure offices and guesthouse are clean.
ð Record inventory for all assets in Banda Aceh offices, in coordination with logistics team and facilities officer
ð Regular report on monthly basis of office inventory usage

SAFETY AND SECURITY
ð Supervise Safety and Security Officer and work toward to improve and develop safety and security regulation and procedures
ð Ensure all staff have access to most recent security updates

INFORMATION AND TECHNOLOGY

ð Supervise IT Officer and work toward to improve and develop IT regulation and procedures
ð Supervise IT Officer to ensure provided adequate support to all staff who are require any IT assistances
ð Supervise IT Officer to maintain any IT equipment and maintenance cost.

CLOSURE:
ð Responsible for ensuring that closure of Banda Aceh office runs successfully
ð Closely coordinate with Logistics team in Banda Aceh to prepare for closure of Banda Aceh office.
ð Assist logistics team in donating Banda Aceh office items/furniture to beneficiaries.
ð Help identify beneficiaries, as needed.
ð Together with Facilities Officer, ensure handover of office/house in Banda Aceh run smoothly and utilities bills are settled before the office/house is returned to landlord.
ð Together with Facilities Officer, negotiate with landlord for any repairs needed in the house. Ensure that all damage took place during the office/house is rented by AmCross is repaired prior to house submission to landlord.

GENERAL
ð Supervise Safety/Security Officer, Facilities Officer, IT Officer and Admin Assistant
ð Conduct performance evaluation and submit PDP for supervised staffs on a quarterly basis.
ð Manage supervised staff working hours to avoid any overtime issue especially for lower level staffs
ð Maintain leave balance for supervised staff and inform to HR accordingly.
ð Be familiar with and abide by the Red Cross Code of Conduct


QUALIFICATION:
ð Managerial and leadership skill
ð Ability to use computer (MSWord and Excel).
ð Ability to work in a multi-lingual and cross-cultural environment.
ð Ability to work independently and under a team in a pressure situation, with initiatives and flexibility.
ð Willingness to work in long hours under strict deadlines and pressure.
ð Experience in office closure preferred
ð Minimum bachelor’s degree in related fields or equivalent in work experience.
ð Organized and efficient, with attention to detail.
ð Knowledge of local culture is preferred
ð Fluency in of written and spoken English.




Please submit your application and curriculum vitae in English to hr@amredcross. org, placing the job title in the subject line and label your CV with your name (CV max. 500KB size). Only short listed candidates will be notified. Applications submitted after March 22 , 2010will be not considered. Female candidates are encouraged to apply.

ADMINISTRATION
The Sr. Administration Officer under the direct supervision of HR & Administration Coordinator, s/he will provide the American RC Operation in country with professional administrative support. The Sr. Administration Officer will work towards ensuring that the accountable and effective management for the overall administration support within American Red Cross operations in Banda Aceh.


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