Regional Administrator Jakarta
Job Reference Number
RAJKT
Job Type
International Development Assistance/Emerging Markets
Schedule
Full Time
Job Location
Asia; Indonesia; Jakarta Raya
Job Summary
PRIMARY OBJECTIVE: The Regional Administrator contributes to Cardno success by providing professional services support for marketing and project management activities within the Social Infrastructure / Physical Infrastructure team
PRINCIPAL RESPONSIBILTIES: Reporting to the Progam Manager/Coordinator, the Regional Administrator will contribute to the success of Cardno EMR PI/SI area by providing professional services support for marketing and project management activities within the team. Based in our Jakarta office, the position plays a crucial role supporting Cardno’s programs, projects and the corporate office in administration.
PRINCIPAL RESPONSIBILTIES: Reporting to the Progam Manager/Coordinator, the Regional Administrator will contribute to the success of Cardno EMR PI/SI area by providing professional services support for marketing and project management activities within the team. Based in our Jakarta office, the position plays a crucial role supporting Cardno’s programs, projects and the corporate office in administration.
Key Responsibilities
MAJOR OBJECTIVES & KEY PERFORMANCE INDICATORS
(The expected outcomes for each accountability and the metrics used to measure performance)
MOBILISATION OF CONSULTANTS AND SUBCONTRACTORS TO PROJECT:
OTHER ADMINISTRATION SUPPORT:
(The expected outcomes for each accountability and the metrics used to measure performance)
QUALITY MANAGEMENT SYSTEM SUPPORT:
Assist SI/PI Project Managers/Coordinators to comply with Cardno’s QMS for the projects.
KEY PERFORMANCE INDICATOR: Support to PM/PC on QMS Compliance and Audit
MARKETING AND PROJECT ADMINISTRATION:
- Provide high level word processing and administrative support to marketing, bids and projects, regional staff and Manager.
- Monitor and disseminate relevant electronic and paper based comunications within head office and with overseas projects.
- Oversee the filing of project, individual and marketing information using in house system. Arrange authorisation of funds requests.
- Process documentation and liase with Financial Services Group in the preparation of invoices to clients.
- Check and process claims for payments against contracts.
- Process and maintain accurate records for all medical and travel insurance claims for overseas staff. Maintaian annual leave and professional development records for long term consultants on overseas assignments.
- Track and report on project/personnel movements, status of accommodation (rental leases) where premises leased by Cardno.
- Maintain Report Bibliography or databases, as applicable.
KEY PERFORMANCE INDICATOR: Effective and Timely support on Marketing and Project Administration, and ensuring the compliance of Cardno QMSin the processes.
MOBILISATION OF CONSULTANTS AND SUBCONTRACTORS TO PROJECT:
- Liaise with relevant companies, clients and contract staff in relation to coordinating travel, and accommodation arrangements for team members.
- Assist in the effective management of activities, projects and personnel.
- Coordinate the mobilisation, travel and accommodation arrangements for consultants and subcontractors, as required, including obtaining visas and other relevant documentation, preparing pre-departure briefings.
- Assist in the production of consultant and subcontractor contracts and ensure all documents are finalised prior to departure.
KEY PERFORMANCE INDICATOR: Effective and Timely support on Mobilisation of Consultants and Subcontractors, and ensuring the compliance of Cardno QMSin the processes.
- Other duties as requested by the manager including filing and coordinating meetings and appointments.
- Photocopying, binding, and word processing of correspondence, reports and other documents accurately and efficiently.
- Provide assistance to other areas of the company as requested
Other Requirements
QUALIFICATIONS:
The Administrator will require the following combination of applied skills, knowledge and behaviours to successfully contribute to team goals:
Bachelor Degree qualified in social or engineering.
Minimum 3 years’ experience working in administrative positions within Development industry
QUALITY ASSURANCE:
WORKPLACE HEALTH AND SAFETY:
Reporting to Project Manager/ Project Coordinator Cardno Emerging Markets Indonesia
The Administrator will require the following combination of applied skills, knowledge and behaviours to successfully contribute to team goals:
Bachelor Degree qualified in social or engineering.
Minimum 3 years’ experience working in administrative positions within Development industry
SKILLS:
- Intermediate and Advanced skills in Microsoft Office Suite.Intermediate skills in Desk Top Publishing.
- Excellent organisation, basic financial and time management skills. High level of interpersonal skills.
- Willingness to take on a variety of tasks that may be required to ensure efficient operation of the business units.
- Ability to work as part of a remote administration team as well as work autonomously.
- Ability to use initiative and make decisions when completing tasks required, ensuring key roles are completed within required time frames and when asking for more work.
QUALITY ASSURANCE:
Implement and comply with Cardno’s Quality Management system and provide feedback / recommendations where the system may need modification.
KEY RELATIONSHIP:
INTERNAL
PROJECT TEAM: Support, manage and contribute to the performance of all staff.
FINANCE SERVICE GROUP: Liaise with Accounts Payable for invoicing queries.
PAYROLL: Liaise with Payroll in relation to consultants.
PROJECT TEAM: Support, manage and contribute to the performance of all staff.
FINANCE SERVICE GROUP: Liaise with Accounts Payable for invoicing queries.
PAYROLL: Liaise with Payroll in relation to consultants.
EXTERNAL
CORPORATE TRAVEL AGENCY:Liaise with our corporate travel agency regarding travel information. Build up effective networks of private sector clients.
CORPORATE INSURANCE AGENCY: Liase with our corporate insurane company regarding insurance information and advises on insurance conditions.
CORPORATE TRAVEL AGENCY:Liaise with our corporate travel agency regarding travel information. Build up effective networks of private sector clients.
CORPORATE INSURANCE AGENCY: Liase with our corporate insurane company regarding insurance information and advises on insurance conditions.
WORKPLACE HEALTH AND SAFETY:
- Comply with the organisations Zero Harm policy and seeks to continually improve safety across our business.
- Embrace a reporting culture where all safety issues are promptly reported and addressed.
- Follow the required Workplace Health & Safety legislation relevant to the location of your employment.
PERSONAL ATTRIBUTES:
- Professional presentation.
- Nature and professional approach to work.Reliable and trustworthy nature when dealing with confidential issues and staff at all levels.
- Ability to work under pressure to tight deadlines.Interpersonal skills to allow for harmonious working relationships within the unit and the office.Ability to research ideas, analyse options and make recommendations.
- Establish and maintain harmonious working relationships with superiors, co-workers, clients and suppliers.
- Keen to learn existing systems of company and identify opportunities to improve.
- Understands the importance of safety and embraces a reporting culture where all safety issues are promptly reported and addressed.
- Interpersonal skills to allow for harmonious working relationships within the unit and the office.
REPORTING STRUCTURE:
Reporting to Project Manager/ Project Coordinator Cardno Emerging Markets Indonesia
CAREER DEVELOPMENT REVIEW:
Career Development Reviews are conducted annually with your Manager and/or Supervisor. Performance and salary are discussed at this time. Performance is also monitored informally throughout the year.
Employee Benefits
Contact
Send your CV and Application letter to EmergingMarkets.Jakarta@cardno.com
Closing Date: 14 November 2013
Closing Date: 14 November 2013
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