CHF International needs Admin Supervisor

CHF International is a leading US - based NGO seeking qualified Administration Supervisor. Under the direction of the Finance & Administration Manager, the Administration Supervisor will be responsible for various administrative issues in the CHF Yogyakarta office.

The scope of work for this position is as follows:
- Manage locally hired intern and Field Assistant contracts- Oversee all staff evaluations- Lead Administration Department and all related duties

DUTIES AND RESPONSIBILITIES

* The administration supervisor is responsible for maintaining information for all locally contracted staff, contracted through HR Jakarta including but not limited to contracts, resumes, and any official correspondence with the individual

* In collaboration with the HR Coordinator in Jakarta the Administration Supervisor is responsible for maintaining records of staff evaluations, job descriptions, and attendance time report based on the attendance record for all staff working in the Yogyakarta Area of Operations

* Assist the Program Director in preparing documents and arranging interviews for vacant positions and also maintaining job applicant's data

* Serves as the staff contact person for medical claims and updating the medical claims register.

* Ensures that the Office and facilities are clean and well stocked with basic office supplies and facilities. Additionally ensures that the Office photo copy machine is operational and coordinates maintenance requirements.

* Maintains an Office Reference Library.

* Coordinates visitor agenda, makes hotel and plane reservations and provides liaison assistance on such matters with the Jakarta Office for International travel.

* Works with Public Relations Office to develop Office display materials depicting the work effort of the Yogyakarta CHF program.

* Expediting correspondence: Sending and receiving correspondence via fax, post, DHL, etc.-and ensuring that any receipts are properly registered.

* Meeting scheduling and documentation: Scheduling of office meetings and documented meeting result. Additionally, coordinates all logistic arrangements for workshops and other meetings.

* Information security: ensure the security of files and other information sources from all non-program parties.

* Filing: Maintaining up-to-date filing systems, including chronological and subject files.

* Logistics: As required from time to time, this will entail assisting personnel with logistical arrangements (travel, lodging, communications, etc.).

* Editing/translation: As required from time to time, assist staff in document editing and translation.

* Supervise staff and duties of the Administration Department in its efforts to provide security, transportation and IT services

* Provide support for expatriate in visa requirements, ensuring visas are valid, identify housing as required and other issues as required, documentation

* Send Monthly Timesheets (for Local National Personnel) and Driver's Overtime to HR Jakarta

* Coordinate with Procurement and Finance for Purchase Requests

* Follow up and develop contracts for Interns, Field Assistants, and Cleaning Services
Please send a cover letter, detailed resume with 3 references not later than October 26, 2007 to CHF Indonesia attn. Recruitment Section by e-mail: recruitment@chfindonesia.org. Only shortlisted candidates will be contacted.