Background

Plan International Indonesia has been operating since 1969, and in 2017 Yayasan Plan International Indonesia (YPII) was established as Plan International’s national entity in Indonesia. YPII is part of Plan International, an independent and humanitarian development organization that promotes children’s rights and equality for girls. YPII is currently implementing Country Strategy 5 (CS 5) covering fiscal years 2023 to 2027, where the country’s goals are in line with the global International Plan Goals “to advance children’s rights and equality for girls”. Our ambition is to enable at least 3 million girls and young women to learn (gain skills for work), lead (empower to act on issues that matter to them), decide (have control over their own lives and bodies), and thrive (grow healthy and protected from violence). This means that we will take action to identify and facilitate the removal of barriers that prevent children, especially girls, and young women from enjoying their rights and participating fully in Indonesian society. This goal will be achieved by implementing quality programmes and projects and influencing key decision makers and stakeholders to make the necessary changes.

Role Purpose

Administrative Officer role as the point of contact for all project staff, providing administrative support and managing their queries. Main duties are ensuring utilities cost effective and efficient, asset movement are updated and recorded, managing office stock, preparing regular reports (e.g. expenses, asset & travel), organizing company records, ensuring office facilities well manage, cleanliness and tidiness, preparing invoice and input to SAP system, and travel report. She/He will report to the Procurement Coordinator and dotted line to the Program Manager Space

Accountabilities

1. Fixed Asset & Low Asset value management

• To manage the project asset
• Arrange annually physically check of project assets

2. Travel and office expenses report and preparing invoice

• Prepare the quarterly report for traveling outside Indonesia (with coordination with Procurement Officer if ticketing related to meeting/workshop/ training)
• Prepare monthly report for office expenses (office supplies, printer cartridge, office utilities).
• Input PO to SAP System and get approval from Admin Manager
• Prepare breakdown payment data list to Travel Agent for monitoring payment
• Support project for preparing documents for payment, coordination with Program and Procurement.

3. Arrange meeting, events & filing system

• Creating, updating, and maintaining records and databases
• Maintain a company calendar and schedule appointments
• Book meeting rooms as required
• Coordination with Receptionist for distribute and store correspondence (e.g. letters, emails and packages)
• Organizing special functions and social events
• Answer queries by staffs and vendors

4. Safeguarding & PSHEA

• Carry out safeguarding principles in every planning process, making risk mitigation analysis, implementation, documentation, monitoring, evaluation, and reporting within all the project.
• Committed to building professionalism, a culture of protection, prevention of violence, and the attitude to have the courage to report any form of violence against children and program participants and participate in regular evaluations through the Annual Appraisal related to safeguarding with supervisors
• Participate in face-to-face induction and/or Safeguarding training and refresher training through the Plan Academy platform and promptly recertify.

Key Relationship

Internal

1. Project Manager; Reporting, coordination
2. Finance Department; Payment process
3. Procurement Specialist & Officer; Coordination.
4. Project Staff; Coordination
5. Admin PSO & PIA Office; Coordination
6. Communication; Coordination
7. IT; Coordination

External

1. Vendors; maintain relationship
2. Partners; contract management

Technical expertise, skills and knowledge

Essential

• Diploma/ Bachelor degree in Administration or any related field.
• Experience in the related field is require for this position.
• Excellent written and verbal communication skills
• Excellent time management skills; ability to prioritize
• Willingness to learn and to grow with organization and motivated to take on additional projects and solve problems
• Self-directed and able to work without supervision
• Comfortable in both a leadership and team-player role, manages team members, leads assistant meetings, and supervises when needed
• Prior experience as office assistant, office administrator, or handling administrative responsibilities in a related field
• Highly organized multi-tasker who works well in a fast-paced environment
• Proficient computer skills, including Microsoft Office Suite (Word, PowerPoint, and Excel); scheduling appointments/updating calendars a must

Desirable

• Experience with SAP Procurement will be preferable

Yayasan Plan International Indonesia’s Values in Practice: LET’S ACT

Long-term impact

We strive to achieve a significant and sustainable impact on the lives of children and young people, especially children and young women from marginalized groups.

Equal, inclusive, empowering

We respect everyone, value differences, and promote equality across our programs and workplaces.

Transparent and accountable

We create a climate of work and partnership that is trusting, honest, transparent and accountable for the decisions we make and the impact our work has on our stakeholders.

Smart and lifelong learning

Every time, there are new things we can learn, so we are eager to seek knowledge that benefits ourselves and the organization.

Adaptive and innovative

We realize that existing problems and future challenges cannot always be solved with a conventional mindset, so we continue to innovate to seek breakthroughs.

Collaborative

We collaborate with various parties, both internal and external, based on good faith and partnership principles applicable within the organization to achieve common goals.

Take Measurable Risks

We recognize that risk is part of decision making, so daring to take measurable risks is the key for us to keep moving forward to be at the forefront and ahead.

Physical Environment

Based at CO, office with at least 20% travel to PSO, PIA and projects areas, vendor offices and partner organization both in office, on the field and during humanitarian settings.

Level of contact with children

Low contact: Rarely interaction with children

All applications will be treated in confidence. Only short-listed candidates will be notified and invited for interviews. Please submit your letter of application and detailed curriculum vitae in English by apply now not later than September 18th, 2023

A range of pre-employment checks will be undertaken in conformity with Plan International’s Safeguarding Children and Young People policy (PSHEA).

As an international child centred community development organisation, Yayasan Plan International Indonesia is fully committed to promoting the realisation of children’s rights including their right to protection from violence and abuse.

Our organisation is based on a culture of inclusivity . We strive to create a workplace environment that ensures every team in every office and country is rich in diverse people, thoughts, and ideas.

We will provide equality of opportunity and will not tolerate discrimination on any grounds. We foster an organisational culture that embraces and exemplifies our commitment to gender equality, girls’ rights and inclusion while supporting staff to adopt good practice, positive attitudes and principles of gender equality and inclusion.