Administration Officer

at BBC Media Action
Published April 3, 2022
Location Jakarta, Indonesia
Category Administration  
Job Type Full Time  

Description

Context

 

BBC Media Action, the BBC’s international development organisation, uses the power of media and communication to support people to shape their own lives. Working with broadcasters, governments, other organisations and donors, BBC Media Action provides information and stimulates positive change in the areas of governance, health, and resilience and humanitarian response. This broad reach helps to inform, connect and empower people around the world.

 

BBC Media Action is independent from the BBC, but shares the BBC’s fundamental values and has partnerships with the BBC World Service and national broadcasters that reach millions of people in developing countries. In addition, BBC Media Action trains journalists and reach audiences with local broadcast partners.

 

Job Purpose

 

The role will support the administrative operations for BBC Media Action Indonesia office which relates to the delivery of the organisation’s new project, which aims to increase public understanding about forests, green growth and sustainability issues in Indonesia. The Administration Officer will be primarily responsible for the following:

 

Job Responsibilities:

 

Administration

 

Works closely with the project team and support on programme delivery through a range of administrative tasks

Manages the monthly logistic for the house of Country Director, which includes electricity and internet billings, service area fees

Ensures vendors send their monthly invoices on time (e.g. Vehicle Rent, Driver and Overtime Fees, Office telephone, Bluebird, etc.)

Books airline tickets and accommodations for staff travelling to various locations in Indonesia and international

Liaises with vendors to arrange legal permits for international staff and family (e.g. Visa, KITAS, Work Permit, etc.) under coordination with HR Department

Ensures the office has adequate stock of stationeries and office supplies.

Maintains the records of the used Bluebird taxi vouchers by monthly

Makes a request for taxi vouchers to Bluebird

Prepares cash advance for driver and collect the receipts for spending and submit to finance on a timely manner

Works closely with finance team for financial processing and reporting requirements

Submits timely and accurate petty cash reports to finance teams in line with company policy

Assists the Country Director in preparing his/her Expense Claim for reimbursement, and ask Finance for review and London for approval before making the payment

Liaises with London office for any documents need to be shipped or signed-off

Orients new staff on admin related processes of organization

Liaises with workspace provider to provide access card for new hired staff or visitor

Maintains all administration files in softcopy and hardcopy

Makes professional decisions in a fast-paced environment

Undertakes any other relevant tasks are assigned by the Line Manager

Procurement

 

Be a first point of contact for any procurement related requirements for the office and project, e.g. Office supplies and stationeries, etc.

Liaises with vendors in managing renewal or new contract agreement for Office Rent, Country Director’s House and Furniture Rent, Vehicle Rent and Driver’s Fees, Travel Agents, etc. This includes the preparation of procurement documentations, such as Purchase Requisition, Request quotes from vendors, Comparative Analysis Form, Decision Memo, Single Source, Purchase Order or Contract, and any relevant procurement forms

Assists for procuring the goods and services through the procurement process in the absent of the IT & Logistic Officer

Handles end to end procurement process from getting clear specification of purchase until the delivery and payment of the purchase

Creates and maintain good relationships with vendors/suppliers

Safeguarding

 

Understands and complies with the Safeguarding policy and the staff Code of Conduct

Participates in relevant mandatory training on Safeguarding and Respect at Work

Reports any Safeguarding concerns immediately, either to the Country Director, or using the Whistleblowing Policy

Required knowledge, skills and experience:

 

Minimum qualification – University Graduate

Between 3 and 5 years of experience in office administration, preferable at least 2 years of experience in non-profit sector

Good knowledge and practice of office administration and procurement

Good computer skills

Ability to work under tight deadlines & flexible approach to finding solutions

Fluent in written and spoken English and Bahasa Indonesian.

Relevant Competencies

 

Planning and Organisation – Is able to think ahead in order to establish an efficient and appropriate course of action for self and others. Priorities and plans activities taking into account all the relevant issues and factors such as deadlines, staffing and resources requirements.

Resilience – Can maintain personal effectiveness by managing own emotions in the face of pressure, setbacks or when dealing with provocative situations. Can demonstrate an approach to work that is characterised by commitment, motivation and energy.

This job description is not intended to be an exhaustive list of responsibilities and duties.

 

The post will be based in Jakarta with occasional national travel. S/he may from time-to-time be asked to take on extra responsibilities by senior members of BBC Media Action.

 

The BBC is an equal oppotunity employer

 

“The role may involve working with groups of vulnerable children and adults. For the successful candidate, mandatory training will be provided on BBC Media Action’s safeguarding policy and staff code of conduct. A police background check may form part of the recruitment process. BBC Media Action operates a zero-tolerance policy concerning all forms of abuse and exploitation of vulnerable people.”

 

How to apply

Applications:

 

Interested applicants should submit a CV with an introduction letter detailing their skills, knowledge and experience, and outlining what they can bring to the job. Please do not include certificates.

 

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