Policy Administration Officer

TERMS OF REFERENCE

 

 

Position Policy Administration Officer

Program : Wildlife Conservation Society-Indonesia Program (WCS-IP)

Base : Bogor

Line Manager : Wildlife Policy Programme Manager

 Objective

The Wildlife Conservation Society Indonesia Program (WCS-IP) contributes substantially to the conservation of biodiversity in Indonesia through landscape-level conservation, support to protected areas (PAs), species conservation actions, and engaging local communities. To increase the effectiveness of interventions on wildlife trade, the Policy unit is established in 2015. The program has grown in the past two years and have been working cross programme within WCSIP and also with government partners.

WCS has recently been selected to deliver a major component of a USAID funded project that focuses on halting wildlife trafficking and trade in Indonesia. The Policy Administration Officer will support the policy unit in providing administrative, clerical services, as well other administration tasks related to Policy Unit. Providing these services in an effective and efficient manner will ensure the administration and finance operations are maintained in an effective and efficient manner.

Duties and Responsibilities:

The policy administration officer shall assist the Programme Manager in executing and managing the project. The administration officer will primarily focus on the administrative, financial and operational aspects of the project and play crucial role in ensuring the management of documents, expenses, payments and logistical arrangements and other secretarial duties. He/she will responsible for:

1.     Administrative, financial and logistic

  •  Assist the programme manager and team members with day-to-day administrative matters.
  • Support in partners and consultant arrangement such as TOR, contract and payments.
  • n close coordination with finance and admin prepare payments for partners and consultant under Policy Unit.
  • Support in meetings and events preparation such as assist in developing TOR and budget.
  • Arrange the overall logistical preparations related to meetings and travels.
  • Make the necessary arrangements for ticket and accommodation according to applied standards and template.
  • Assists in verify data and check finance documents for completeness, mathematical accuracy and consistence.
  •  Support Policy unit staff member in develop expenses report as needed.

2.     Operational project

  •  Support the policy unit to liaise with relevant government and non-government key- stakeholders.
  • Maintaining and updating record of communication and meetings of Policy Unit held within and outside WCSIP;
  • Developing and updating list of contacts and partners
  • Support and provide regular report as needed such as weekly update, monthly, and quarterly report both narrative and financial;
  • Assist Programme Manager to monitor and manage the Policy unit related partners and consultants in ensuring their deliverables and reporting;

Requirements:

  • Minimum 2 years of administrative management experience, preferable with large scale international projects
  • Diploma degree in administration or equivalent experience in a similar position with an NGO or INGO
  • Computer skills mandatory. Proficient in Microsoft Office Application
  • Good administrative/office management skills
  • Interpersonal skills, solid programming, financial and organizational development skills and excellent analytical and financial skills
  • Strong analytical and interpretative problem solving skills
  • Able to multi task, establish priorities and meet deadlines
  • Able to work with minimum supervision
  • Good oral and written communication skills in English
  • Concern for wildlife conservation & environmental issues in essential

Other

Please note that the above TOR constitutes only the main responsibilities and duties of this position. As WCS-IP is a flexible organization, staff members are expected to undertake any other tasks that are allocated to them but which are not part of their regular TOR, but related to it.

 

Application Details

Please submit your job application consisting of updated curriculum vitae, expected salary, three professional references and a cover letter explaining your interest towards this work and/or this organization to wcsindonesia@wcs.org marked with “Policy Administration Officer (Policy Programme) " by January, 19 2017. No correspondence, only short-listed candidates will be notified.

  

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Contact Information
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