Swiss Red Cross - Admin Assistent wanted (Padang)

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Swiss Red Cross - Admin Assistent wanted (Padang)

Postby herumks » February 16th, 2010, 11:55 pm

The Swiss Red Cross – Padang Earthquake Response is now looking for strong and suitable candidate to fill in the post of:

Position Description
Position title: Admin Assistant (Ref Code: SRC_TSP_AA)
Unit/dept/delegation:Swiss Red Cross (SwissRC) Transitional Shelter Project (TSP) – Padang Earthquake response
Reports to: TSP Project Manager (PM)
Responsible for: Administration of TSP implementation
Purpose: Assist the Swiss Red Cross TSP in its timely implementation of all administrative activities.

This position will report directly to the SwissRC PM in Padang. The primary focus of this position is on organizing all admin related issues in the TSP in the area of District Agam, a location where SwissRC has made a commitment to support the construction of transitional shelters in support of the overall recovery effort being implemented by the Indonesian Red Cross (PMI). Furthermore the Admin Assistant will frequently cover driver tasks in Padang and on field visits to Agam.

The Admin Assistent will be based in Padang, West Sumatra with frequent travel to Agam.
The duration of the contract will be 4 month with possible extension.

Key tasks and responsibilities
1. Represent SwissRC in all aspects of project implementation and always act according to the Human Resource Regulations of the International Federation of the Red Cross and Red Crescent (IFRC), which he/she has signed.
2. Work in close cooperation with the IFRC admin staff.
3. Organize and develop procurement and purchasing procedures according to the SwissRC procurement and finance regulations.
4. Monitor validity and support visa requirements for visitors and delegates.
5. Collect, administer and distribute information, forms and templates to/ of project staff like leave records, salaries, overtime calculations.
6. Monitor the use and maintenance of all project equipment and assets.
7. Monitor the use and maintenance of all project vehicles and their logbooks.
8. Maintain the database for all project related administrative issues on a daily basis.
9. Liaise with PMI for scheduling and coordination of meetings, admin and other matters as needed.
10. Assist in booking transport and accommodation for field visits.
11. Coordinate with field staff relating to logistics, administration and other matters.
12. Draft routine correspondence in English and Bahasa Indonesia.
13. Translate letters, agreements, and other written documents from English to Bahasa Indonesia and vice versa.
14. Provide oral translation as requested.
15. Perform administrative duties such as photo-copying, scanning, preparing power points presentations; attending phone calls/ visitors and messages; ensure office cleanliness and any other administrative tasks as directed by the PM.
16. Maintain all office equipment and stocks, order equipment and supplies as needed.
17. Organize courier service requirements.
18. Supervise and maintain all SwissRC houses/ offices related issues in Padang and Agam.
19. Supervise SwissRC house/ office staff in Padang and Agam.
20. Keep in contact with house/ office owners regarding collection and payment of all due bills.
21. Anticipate and identify possible constrains and bottlenecks affecting the administrative efficiency of the operation and actively propose realistic solutions.
22. Act as a driver for routine trips in Padang and to Agam.

General duties applicable to all staff
• Actively work towards the achievement of the SwissRC goals through effective managerial and lateral relations and teamwork.
• Respect and observe the Red Cross/ Red Crescent Code of Conduct and staff regulations.
• Ensure understanding of roles, responsibilities, lateral relationship and accountabilities.
• Abide by and work in accordance with the Red Cross/ Red Crescent principles.
• Perform any other work related duties and responsibilities that may be assigned by the PM.

Personal qualifications and experiences required

Education/Qualifications :
University Bachelor Degree in English studies and/ or Business Administration

Experience :
- At least 3 years experience of working for an international humanitarian aid organization and in the field of business administration
- Experience in working for the Red Cross/Red Crescent
- Able to produce succinct reports and documents and exhibit innovation in terms of project monitoring issues.

- Mature, dedicated, efficient, systematic, proactive and self supportive with the ability to learn quickly
- The candidate must have very good computing skills (Microsoft Word & Excel, PowerPoint)
- The candidate possesses basic database administration knowledge
- The candidate possesses good reporting skills

- He/ she should be able to work in a team as well as on an individual basis
- Should be able to work deadlines and to produce accurate work
- Adequately and openly address areas of conflict within the programme and report on such conflicts (e.g. from meetings)
- Excellent English and Bahasa Indonesian Language skills required
- He/ she must have a valid driving license and at least three years of driving experiences

Please notice: Applications should be sent to quoting the Ref Code as the subject of the e-mail and indicating the Job title on the covering letter. Please submit your CV, a covering letter and at least three references from former employers and at least three reference persons. The attachment should not exceed 200 Kb, larger files will be rejected. Only shortlisted candidates meeting the essential qualifications will be considered. Applications must be received by Monday, 24th February 2010.

Swiss Red Cross gives an equal-opportunity employment regardless of race, gender, religion, or political affiliations.
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