ZSL Indonesia Job Vacancy: Jr. Office Coordinator - Palembang, Indonesian - Kerja Ngo

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ZSL Indonesia Job Vacancy: Jr. Office Coordinator - Palembang, Indonesian

The Zoological Society of London is an international wildlife conservation organization with a focus on science-based and pragmatic solutions. ZSL has been active in Indonesia for about 10 years, with a particular focus on the overlap between industrial development and biodiversity conservation. ZSL Indonesia is based in Bogor, West Java, with existing field projects in Jambi and South Sumatera.

We are now looking for: The Agriculture Extension Support

Terms and Condition
Start Date : May, 2017
Duration of Contract : One year fix- term Contract, with potential to extend
Work Area : Junior Office Coordinator will be based in Palembang.
Hours of Work : Monday to Friday from 09.00 am up to 05.00 pm
Reporting to : Operation Manager Palembang

Key Purpose of the Job 
The Jr. Office Coordinator will support Operations Manager Palembang for administrative and office management, develop project proposal and ensure the correspondence with stakeholders, subcontractor/vendor or government run smoothly by providing detail and accurate supporting documents.

This position oversees the UKCCU/NICFI Project in South Sumatra 

The UKCCU/NICFI Project works with the Government of South Sumatra, national and district level governments, communities and the private sector to to facilitate and support the government, private sector and local communities, to establish and pilot the sustainable landscape management partnership approach in the Sembilang-Dangku landscape of South Sumatra. The proposed impact of this project is to achieve “Inclusive economic growth and community prosperity, biodiversity conservation, forest protection and restoration, and the ending of deforestation, peatland drainage and wildfires that reduces land-based GHG emissions”. 

The Jr. Office Coordinator will be based in Palembang

Main Responsibilities

People
The Office Manager Palembang will report directly to the Operations Manager Palembang, indirectly report to the Deputy Landscape Director and will work closely with Operations Team in Bogor and Jambi Office.

Responsibilities

  • Update appointment calendars for all staff (internal meetings, deadlines for weekly diaries etc and assist the    Operations Manager in sending out invitations for meetings as well as reminders for scheduled meeting, deadline tasks, etc.
  • Responsible to translate confidential documents 
  • Manages vendor relationships 
  • Responsible in filing all project documentations and third party (vendor, stakeholder, goverment)  contracts, agreements, records management etc.
  • Establish updates and maintain manual /automated filing systems for confidential and administrative files in order to track all information
  • Responsible in translate (confidential) documents
  • Responsible for maintaining an inventory of all office and field equipment, whether movable or immovable assets
  • Assist the Operations Manager in procurement of office supplies and field equipment/assets, and associated logistics
  • Assist with the administration of government permits and licenses required by the programme including maintaining registration and insurance coverage of programme motor vehicles
  • Perform other administration duties related UKCCU Project as required
Building Relationships

Mental Demands
The position will require close attention to detail and therefore concentration on the work in hand – precision and accuracy being vital attributes.

Flexibility
The position will be relatively routine in terms of day-to-day tasks during office hours – however sometimes e.g. during field trips or when a workshop is being organized the next day, some flexibility in working hours may be required.

Working Conditions
This post is office based in ZSL’s office in Palembang, South Sumatra. However, travel to field sites and other ZSL offices will be required.

Expectations of Job Holder

  • To ensure that the policy for equality of opportunity is adhered to and promoted in all aspects of the post holder’s work.
  • To ensure effective quality control and continuous improvement in all aspects of the work and responsibilities attached to this post.
  • Demonstrate professionalism towards sensitive and confidential information.
  • To comply with and promote Health and Safety policies and procedures and to undertake recommended Health and Safety training as and when necessary.
  • To be committed to professional self-development, through participation in in-service training as necessary for the successful carrying out of the job.
  • To undertake such other duties as are commensurate with the grade of the post.
Person Specification

Qualifications & Experience

  • A minimum of a diploma degree in any social study
  • Minimum of 3 years working experiences in similar position
  • Working experience for an international NGO is desirable
  • Good knowledge of procurement and logistics
  • Able to work with minimum supervision
Skills & Abilities

  • Good level of competence in Excel, Word and Outlook 
  • Excellent administrative and organizational skills 
  • Good communications and negotiation skills 
  • Self starter, pro-active and uses initiative - can work independently and prioritize own work load;
  • Preferably a high level of written and spoken English;
  • Flexible and able to work under pressure and often to tight deadlines; including an ability to prioritize jobs;
  • Highly motivated.
  • Willing to work at any circumstances both independently or in a group, such as in remote areas with very limited facilities.
  • Able to deal with tight schedule and unscheduled tasks, and target oriented
  • Willing to travel extensively across the project sites in Indonesia
Application procedures
Please submit your application and curriculum vitae in English, relevant experience, past salary history, two referees not later than April 17, 2017, to indonesia@zsl.org, placing the job title in the subject line and label your CV with your name. Only short listed candidates will be notified. Applications received after the deadline will not be considered.

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