Post Title: Office Manager, Organization: United Cities and Local Governments Asia Pacific (UCLG ASPAC), Duty Station: UCLG ASPAC Regional Office, Sunter, Jakarta, Indonesia. Type of Contract: Service Contract– 1 year, with possibility of extension Interested persons should submit a covering letter and resume by e-mail to HRD-Division on email to aspac_om@yahoo.co.id (Reference: ASPAC_OM_04_11) until 05th of May 2011 at the latest. It is also expected to provide a recent photograph and salary history.
Background
United Cities and Local Governments Asia Pacific (UCLG ASPAC) is one of the eight Regional Sections of the United Cities and Local Governments (UCLG) and based in Jakarta, Indonesia. UCLG is the largest local government organization in the world and the officially recognized voice of International Local Government by the United Nations. The Asia and Pacific region is the biggest of the eight sections in UCLG with linkages to more than 10,000 local governments.
It represents well over 3.76 billion people –more than half of the world population- and incorporates economically fast developing countries such as China, India and Indonesia. UCLG ASPAC is the key knowledge management hub on local government issues in the Asia-Pacific region. It promotes democratic local government, supports cooperation between cities and their associations, and facilitates programs, networks and partnerships to develop the capacity of local governments and the associations.
It represents well over 3.76 billion people –more than half of the world population- and incorporates economically fast developing countries such as China, India and Indonesia. UCLG ASPAC is the key knowledge management hub on local government issues in the Asia-Pacific region. It promotes democratic local government, supports cooperation between cities and their associations, and facilitates programs, networks and partnerships to develop the capacity of local governments and the associations.
UCLG ASPAC is accepting expressions of interests from qualified Office Manager candidates. The Office Manager will be placed at the UCLG ASPAC regional office in Jakarta and provides support to the on-going administrative, financial and logistical operations ensuring high quality, accuracy and consistency of work. The Office Manager reports directly to the Secretary General of UCLG ASPAC.
Responsibilities
The Office Manager will be responsible for the following:
§ Establish and maintain liaison with UCLG headquarters and relevant partner organizations
§ Carry out official correspondence at high level
§ Manage an efficient filing system
§ Organize the purchase of office equipment
§ Ensure sound transparent administrative and financial management including personnel, logistics and procurement
§ Develop annual and project based budget plans
§ Manage a system for cash-flow forecasting
§ Process all office expenditures and ensure accuracy and compliance with existing regulations
§ Conduct book keeping of routine revenues and expenditures incl. specific projects
§ Manage data base for member subscriptions, prepare invoices and produce regular reports
§ Administer office petty cash and ensure strict accountability
§ Ensure reconciliation of UCLG ASPAC’s accounts
§ Assist with the preparation and implementation of audits
§ Conduct financial control of programs, projects and routine spending at regular intervals and report to the Secretary General
§ Produce all necessary financial and administrative reports (weekly, monthly, quarterly, yearly, activity based)
§ Manage personnel affairs (records, leave, insurance, etc.)
§ Ensure appropriate documentation of office operations (personnel, finance, equipment, etc.)
§ Reconcile substantive progress reports of the regional secretariat
§ Perform other duties as required from time-to-time
§ Carry out official correspondence at high level
§ Manage an efficient filing system
§ Organize the purchase of office equipment
§ Ensure sound transparent administrative and financial management including personnel, logistics and procurement
§ Develop annual and project based budget plans
§ Manage a system for cash-flow forecasting
§ Process all office expenditures and ensure accuracy and compliance with existing regulations
§ Conduct book keeping of routine revenues and expenditures incl. specific projects
§ Manage data base for member subscriptions, prepare invoices and produce regular reports
§ Administer office petty cash and ensure strict accountability
§ Ensure reconciliation of UCLG ASPAC’s accounts
§ Assist with the preparation and implementation of audits
§ Conduct financial control of programs, projects and routine spending at regular intervals and report to the Secretary General
§ Produce all necessary financial and administrative reports (weekly, monthly, quarterly, yearly, activity based)
§ Manage personnel affairs (records, leave, insurance, etc.)
§ Ensure appropriate documentation of office operations (personnel, finance, equipment, etc.)
§ Reconcile substantive progress reports of the regional secretariat
§ Perform other duties as required from time-to-time
Special requirements of the assignment:
§ Minimum of a bachelor’s degree in business administration, finance, accounting, economics or related field of study
§ At least five years of professional experience in office management, accounting or administrative work incl. international development projects
§ Ability to facilitate the support and logistics for events
§ Good written and verbal communication skills, especially in working across cultures
§ Advanced English proficiency
§ Computer software skills in all basic Microsoft word and accounting programs
§ Ability to work under pressure and to deadlines
§ Occasional domestic and international travel may be required
§ At least five years of professional experience in office management, accounting or administrative work incl. international development projects
§ Ability to facilitate the support and logistics for events
§ Good written and verbal communication skills, especially in working across cultures
§ Advanced English proficiency
§ Computer software skills in all basic Microsoft word and accounting programs
§ Ability to work under pressure and to deadlines
§ Occasional domestic and international travel may be required
Assignment period
The assignment will be for a period of 12 months with a possibility of further extension, subject to performance review. It will commence in mid- May 2011.
Interested persons should submit a covering letter and resume by e-mail to HRD-Division on email aspac_om@yahoo.co.id (Reference: ASPAC_OM_04_11) until 05th of May 2011 at the latest. It is also expected to provide a recent photograph and salary history.
Only short-listed candidates will be contacted. As this position will be merit –based; equal consideration will be given to both women and men.
