Title : Admin & Finance Assistant (AFA)
Duty Station : Makassar, South Sulawesi
Responsible to : Provincial Coordinator
Background
Since 15 May 2009, Hivos is running the Indonesia Domestic Biogas Programme, funded by the Dutch government. This programme is undertaken in close cooperation with SNV Netherlands Development organization.
The overall objective of the Indonesia Domestic Biogas Programme is to disseminate domestic bio-digesters as a local and sustainable energy source through the development of a commercial, market oriented sector in selected provinces.
The specific objectives of the Programme contributing to its overall objective are:
- To support implementation of provincial bio-digester programmes and increase the number of quality domestic bio-digesters with 8,000 in maximum eight provinces, of which 2,000 installations will be outside Java;
- To ensure the continued operation of all bio-digesters installed under the programme;
- To maximize the benefits of the operated bio-digesters, in particular the optimal use of digester slurry;
- To develop the capacity of existing organizations and institutions and to facilitate establishment of organizations and institutions for the continued and sustained development of the bio-digester sector;
- To develop financial services to enable poor farmer households to participate in the biogas programmes;
- To effectively exchange knowledge between all relevant actors in the programme and with relevant international actors.
Scope of work
The Admin & Finance Assistant is responsible for supporting the IDBP in the day to day office running, including :
ADMINISTRATION :
- Answer phone calls and receiving visitors.
- Record incoming and outgoing correspondence.
- Record incoming and outgoing warehouse stock.
- Draft letters/documents as required.
- Do photocopying, scanning, faxing and sending of documents.
- Organize logistic matters of meetings and events (such as food order, sending invitations and follow up confirmation, registration desk, etc.).
- Handling in procurement and logistical tasks (find quotations and prepare purchase and/or bidding documents).
- Scan and entry data for construction documents as well as filling all documents related with construction partners, such as: pre-construction forms, biogas completion reports, etc.
- Performs other duties as may be assigned by Provincial Coordinator, Office Manager or Finance Officer at NBPSO.
- Update contact lists and manage the name cards holder.
- Filling system for incoming/outgoing documents (hard/soft copy).
- Manage monthly timesheets.
- Manage car/vehicle usage.
- Responsible for small office maintenance tasks.
- Organize delivery of documents and programme equipment
- Organize travel and accommodation of staff and guests.
- Prepare contracts for vendors/suppliers
FINANCE :
- Handle petty cash
- Record all transactions
- Prepare liquidation reports of fund usage
- Prepare cash advances for operational cost.
- Prepare budget breakdowns for office operational needs.
Time frame
The contract will be undertaken from 16 April until 31 December 2012 (with possibility of contract extension).
Information
Applicants should send a CV and a cover letter to: hrd@hivos.or.id with reference code 'vac IDBP AFA'.
Applications are requested to send the application not later than 5th April 2012; thereafter the position will remain open until filled. This post only opens for Indonesian nationality only. Only short listed candidates will be contacted.
Requirements:
- Indonesian national
- S1 degree in a relevant discipline
- At least 3 years experience working in the admin / finance field
- Computer literate
- NGO work experience will be an additional point
