Operations Associate (Locally recruited)

IDLO IN INDONESIA

The partnership between IDLO and Indonesia dates back to 2006. Over more than a decade, IDLO has worked with and supported the development of effective, accountable and inclusive justice sector institutions, and has partnered with civil society organizations and academia to enhance access to justice and the rule of law. Further building on the results achieved to date, its  worldwide networks and the relationship with national counterparts, IDLO anticipates further building its programming in Indonesia, including through providing technical support to enhance the effectiveness, accountability and transparency of the Indonesian Public Prosecution Service. 

THE POSITION

Reporting to the Finance and Administration Manager, Indonesia, the Operations Associate (OA) will work in close coordination with the Department of Human Resources and Office Services, the Procurement Unit at the Department of Finance and Support Services and the Department of Programs staff on relevant operational issues. 
The OA provides support to the Country Office for the fulfillment of HR processes, carries out procurement and logistical tasks ensuring compliance with IDLO regulations and rules. S/he will act as the focal point for all administrative needs for the Country Office.
In particular, the Operations Associate will be expected to:

Human Resources

• Provide first-line support and expertise to the HR functions of the IDLO offices and projects;
• Assisting relevant managers in all local recruitment and selection process, including posting vacancies, arranging interviews, conducting reference checks, preparing employment contracts, onboarding and separation;
• Monitoring leave records and ensure that the correct annual leave balance is calculated for all staff;
• Ensuring the accurate and punctual submission of timesheets on a monthly basis;
• Keeping individual HR personnel file private and up to date;
• Maintaining an up-to-date HR tracker provided by HQ HR and share with HQ on a regular basis and as required;
• Serve as the focal point for enforcing the IDLO mandatory training for employees and keep record of the relevant training certificates for respective employees:

Procurement

• Thoroughly familiarize with IDLO’s Procurement Policies and Procedures (PPP) and act as the Country Office reference for all aspects of local procurement;
• Prepare and submit Purchase Requisitions, Payment Requests, Purchase order (POs) and contracts for services and goods, ensuring maintenance of an updated filing system with records accessible by the Procurement Unit.
• Monitor POs and contracts, including follow up actions and follow up for timely delivery of goods and services;
• Keep track of any current contractual agreements and initiate extensions or rebidding of contractual agreements as appropriate, on time and in coordination with HQ Procurement Unit:

Administration and Logistics

• Support the administrative and logistical functions and needs of IDLO Country Office Including:

1.  Maintain the relationship with landlord for office premises and ensure lease agreements are fulfilled to the Country Office’s maximum advantage
2.  Ensure lease is paid on time and utility contracts, if any, are up to date and managed so to avoid any interruption of services;
3.  Supporting the logistical and travel arrangements of incoming and outgoing staff and consultants;
4. Facilitating the process for obtaining Visa / extensions of Multiple re-entry visas and stay permits; keep track of staff and visitors’ visas and take appropriate action on time before expiry of respective visas

• In coordination with HQ Office Services and/or relevant program personnel, create and maintain inventory/assets list of all program and project assets;
•  Provide periodic inventory checks and produce physical verification report for inventories with relevant project administrators and HQ as required;
• Manage contacts and appointments with governments, embassies, donors and others relevant stakeholders as needed in support of Project’s activities;
• Create and maintain a sound filing system for all relevant administrative documents and correspondence, and share with HQ on a regular basis as needed;
• Any other duties as may be assigned by the Supervisor.

IDEAL CANDIDATE PROFILE

Education and experience

• University degree in Business Studies, Human Resources, Management or related field is required.
• Minimum of 3-4 years of professional experience in areas of HR, administration and logistics, preferably within international organizations or private /public organizations with donor-funded programs;
• Proven experience with administration and procurement in donor-funded projects in Indonesia (experience with USG a plus);
• Proven experience in Office Management in field settings;

Languages

• Full proficiency in both oral and writing in English and Bahasa Indonesia are required.

Specific knowledge, skills and competencies

• Ability and willingness to use initiative and support Project’s colleagues in achieving their objectives; 
• Provide inputs to the development and management of integrated, standardized processes with a focus on efficiency
• Organized, flexible, and detail-oriented and a team-player;
• Sound knowledge of Microsoft Word, Excel and PowerPoint. Proficient use of other ICT software and internet software;
• Excellent interpersonal and communication skills; ability to work constructively with several internal and external stakeholders in multi-cultural settings;
• Ability to handle multiple priorities and work under pressure with tight deadlines;
• Keen sense of ethics, integrity and commitment to IDLO's values and mandate;

COMPENSATION AND BENEFITS
IDLO shall offer the selected candidate an affiliate contract initially for 12 months, with the possibility of extension, subject to performance and availability of funding. IDLO Offers competitive remuneration and benefits for locally-recruited employees including comprehensive annual leave, medical insurance etc.
 
This vacancy is open to local nationals, permanent residents of the duty station or individuals holding other legal authorization permitting to work in the duty station.
 
In the interest of making most effective use of resources, only the shortlisted candidates will be contacted during the selection process.
 
Qualified applicants are requested to submit their application online by uploading only - i) Updated CV/Resume & ii) Cover letter.
 
DISCLAIMER
The above statements are intended to describe the general nature and level of the work being performed by the employee assigned to this work. This is not an exhaustive list of all duties and responsibilities. 
The Director-General of IDLO reserves the right to amend and change responsibilities or even to cancel the recruitment to meet business and organizational needs as necessary.