Admin Officer

DKI Jakarta

Yayasan KNCV Indonesia is a partner of the KNCV Tuberculosis Foundation headquartered in The Hague, Netherlands. We collaborate and develop partnerships with the Government, international organizations, and local organizations in providing technical assistance and developing effective, efficient, innovative, and sustainable TB control strategies.

We are an organization of TB professionals, including doctors, researchers, training experts, and epidemiologists.

Our VISION is that Indonesia free of tuberculosis and other related public health problems.

Our MISION is to eliminate TB in Indonesia and other related diseases through the development and implementation of effective, efficient, and sustainable TB control strategies.

For our anticipated project, Yayasan KNCV Indonesia is looking for an:

Admin Officer

Duty Station: DKI Jakarta

The Admin Officer will contribute to the effectiveness and efficiency of office administration, project activities, office maintenance, document & filing systems, and logistics. The post holder also will be responsible to provide effective and efficient procurement and contract management, which is compliant with YKI, Donor, and Government Regulation and is in line with the appropriate budget.

Key Responsibilities include:

1. Procurement

· Ensure that Yayasan KNCV Indonesia conducts its procurement activities within the frame of sound business practices and in accordance with YKI and donor policies and regulations.

· Ensure that purchase requests have clear specifications for goods to be procured and Scopes of Work / Terms of Reference detail the services to be provided with clear deliverables and timeframe.

· Build up strong relationships with external parties – suppliers, service providers, and consultants – in order to get the most cost-effective tariffs, maintain effective but transparent lines of communication with these parties.

· Establish and maintain a database of suppliers including price guides/catalogs / technical product information to be used by the field and office for budgetary and ordering purposes.

· Update the list of the key contacts at all times and ensure supplier files are updated accordingly.

· Plan and implement the procurement activities, including obtaining quotations, analysis of quotes for the best value for money, and managing sealed bidding / tendering to Purchase Order (PO) and Contract for Services in accordance with YKI and Donor procurement guidelines.

· Negotiate where necessary to obtain the best deal/transaction,

· Monitor and evaluate supplier performance to ensure they provide a quality service in a timely manner.

· Coordinate and monitor the supplier performance and delivery of services and ensure through established procedures that all received goods and services are in accordance with the terms and specifications in the approved PR and/or ToR. Furthermore, ensure quality and appropriate delivery of consultancy services.

· Establish a shortlist of preferred suppliers.

· Transfer a copy of all procurement documents to the relevant staff who will be receiving the goods/services.

· Liaise with the receiving staff member to ensure all goods received to comply with the order (quality and quantity) before preparing the payment request

· Review all bills and invoices prepare payment requests attach all the necessary supporting documentation and pass to the Manager for review and approval.

· Coordinate with the officer responsible for assets to ensure all goods procured are included on the YKI Asset Register, where needed.

· Establish and maintain a procurement-tracking database and provide the manager with a weekly status report on all PRs and POs.

· Develop procurement activity reports as requested by the Manager indicating trends, possible ways of saving money, making procedures more efficient, and establishing timelines for purchasing activities.

2. Contracting

· Oversee the contracting process including negotiating contract terms and conditions with interested suppliers, and awarding contracts to successful bidders.

· Develop Contracts for Services based on approved Scopes of Work as needed ensuring scopes of authority, lines of communication, and reporting are clear between specific individuals who will interact directly with the contractor.

· Monitoring contractor’s progress, performance, and adherence to regulations on a regular basis through relevant YKI staff to ensure services conform to the contract requirements and are on schedule.

· Developing a contract tracking spreadsheet with start and end dates for each performance component including milestones, payment schedules, and reporting requirements.

· Review invoices and arrange payment requests consistent with the contract terms.

3. General Admin

· Support assets maintenance, ensure all goods procured are included on the Asset Register, where needed

· Provide logistics support as required

· Manage and ensure all filing (electronic and hard copy) related to procurement/contracts are kept in good order and easily accessible including PR, RFQ, Quotes, Bid Analysis, PO, Invoice, request for waiver, contracts, the scope of services or any other special document that may be required.

· Consistently review procurement and contracting policies and procedures to ensure that they are efficient, effective, transparent, and accountable

· Perform other duties as requested by supervisor

Qualifications and Competencies:

1. Educational Qualification:

· University degree in any major

2. Competencies and skills:

· Minimum 3 – 4 years’ experience in procurement/office administration

· Strong organization skill

· Act with integrity and professionalism at all times.

· Good knowledge in office administration, procurement, and logistics

· Excellent communication and negotiation skills

· Internet application

· Excellent English

3. Working conditions

· As work requires field/hospital visits personal respiratory protection may apply

Yayasan KNCV Indonesia offers a flexible and supportive work environment and strongly encourages developing your skills and abilities to further your career opportunities.

Interested applicants are requested to submit their CV and application to recruitment@yki4tbc.org by the latest on July 6th, 2022.

Please ensure to put the post you apply for in the subject line of your e-mail.

Only shortlisted candidates will be contacted.

Finance Officer

DKI Jakarta

Yayasan KNCV Indonesia is a partner of the KNCV Tuberculosis Foundation headquartered in The Hague, Netherlands. We collaborate and develop partnerships with the Government, international organizations, and local organizations in providing technical assistance and developing effective, efficient, innovative, and sustainable TB control strategies.

We are an organization of TB professionals, including doctors, researchers, training experts, and epidemiologists.

Our VISION is that Indonesia free of tuberculosis and other related public health problems.

Our MISION is to eliminate TB in Indonesia and other related diseases through the development and implementation of effective, efficient, and sustainable TB control strategies.

For our new project, Yayasan KNCV Indonesia is looking for a:

Finance Officer

Duty Station: DKI Jakarta

The Finance Officer will be responsible to provide essential finance and systems support to the organization. She/he will support monthly accounting activity as well as ensure an accurate and timely close for financial reporting in addition to the production of financial reporting and maintaining financial records with full documentation and ensuring that all payments are made on a timely basis.

Key Responsibilities include:

· Prepare and input financial information into the system

· Assist Technical Staff in developing program activity budget (work plan budget).

· Monitoring project expenses to be matched against the budget approved (ensure that the expenditures do not run over the budget).

· Ensures that all expenditures that occurred according to the program activities are compliant with the provisions of the Finance Policies and Procedures Manual issued by Yayasan KNCV Indonesia as well as donor’s regulation.

· Maintaining office monthly cash flow (managing cash availability in the bank account).

· Ensure timely, accurate, and relevant reporting

· Monthly update project BVA.

· Reconcile all balance sheet accounts on a monthly basis

· Assist program and technical staff in the day-to-day activity related to finance and administrative areas including guiding and orienting technical staff in preparing travel expenses and advance reconciliation reports.

· Work with internal and external auditors when necessary.

· Ensure accountability by conducting verification of documentation and ensuring their authenticity before any payments are made. Maintaining financial records with full documentation and ensuring that all payments are made on a timely basis.

· Liaise with banks

· Ensure that the finance filing systems and records are properly maintained for easy retrieval.

· Perform other related duties as required.

Qualifications and Competencies:

1. Educational Qualification:

o Bachelor degree in Accounting/Financial Management

2. Competencies and skills:

o Minimum 3 – 5 years of relevant experience

o Good understanding of Financial Reports

o Knowledge of internal control procedures

o Exceptionally proficient at MS Office suite.

o Written and oral communication/presentation skills, both in Bahasa Indonesia and English.

o Ability to create a supportive working environment amongst all staff.

o Professional, motivated, and willing to learn and implement new ways of working.

o Ability to work as part of a multi-cultural team and independently.

o Accurately follow the organizational procedures and regulations.

Yayasan KNCV Indonesia offers a flexible and supportive work environment and strongly encourages developing your skills and abilities to further your career opportunities.

Interested applicants are requested to submit their CV and application to recruitment@yki4tbc.org by the latest on July 4th, 2022.

Please ensure to put the post you apply for in the subject line of your e-mail.

Only shortlisted candidates will be contacted.

Event Assistant (Intern)

DKI Jakarta

Yayasan KNCV Indonesia is a partner of the KNCV Tuberculosis Foundation headquartered in The Hague, Netherlands. We collaborate and develop partnerships with the government, international organizations, and local organizations in providing technical assistance and developing effective, efficient, innovative, and sustainable TB control strategies.

We are an organization of TB professionals, including doctors, researchers, training experts, and epidemiologists.

Our VISION is that Indonesia free of tuberculosis and other related public health problems.

Our MISION is to eliminate TB in Indonesia and other related diseases through the development and implementation of effective, efficient, and sustainable TB control strategies.

Yayasan KNCV Indonesia is looking for a:

Event Assistant (Intern)

Duty Station: DKI Jakarta

Event Assistant (Intern) will support the administration of the project events.

Key Responsibilities include:

· Support the project events in the planning, coordination, and administration of successful project activity implementation

· Response to queries, collect and recap data

· Liaise with participants, Admin Team, vendors, courier service, and other stakeholders as necessary

· Draft/type letters, documents and forms related to project activities.

· Perform other duties and responsibilities assigned by the supervisor.

Qualifications and Competencies:

1. Educational Qualification:

· An active student or Fresh Graduate (1-2 years after graduation) in Management, Public Health or other related fields.

2. Competencies and skills:

· Strong in Internet Application (Zoom, Microsoft/Google Apps)

· General administration skills

· Written and oral communication/presentation skills, in both Bahasa Indonesia and English.

· Motivated and willing to learn

Yayasan KNCV Indonesia offers a flexible and supportive work environment and strongly encourages developing your skills and abilities to further your career opportunities. Interested applicants are requested to submit their CV and application to recruitment@yki4tbc.org by the latest on June 24th, 2022.

Please ensure to put the post you apply for in the subject line of your e-mail.

Only shortlisted candidates will be contacted.

Technical Officer

DKI Jakarta

Yayasan KNCV Indonesia is a partner of the KNCV Tuberculosis Foundation headquartered in The Hague, Netherlands. We collaborate and develop partnerships with the Government, international organizations, and local organizations in providing technical assistance and developing effective, efficient, innovative, and sustainable TB control strategies.

We are an organization of TB professionals, including doctors, researchers, training experts, and epidemiologists.

Our VISION is that Indonesia free of tuberculosis and other related public health problems.

Our MISION is to eliminate TB in Indonesia and other related diseases through the development and implementation of effective, efficient, and sustainable TB control strategies.

For our new project, currently, Yayasan KNCV Indonesia is looking for:

Technical Officer

Duty Station: Jakarta

The Technical Officer will provide technical assistance in the priority district to increase VL/EID testing volumes.

Key Responsibilities include:

· Provide quality technical assistance to increase VL/EID testing volumes in the priority project districts

· Ensure IEC materials for health care providers, community, peer support on VL/EID are available and disseminated in the priority districts

· Support the development of specimen transportation system and functional with courier/transporter identified and contracted

· Support the establishment of EQA result monitoring tool for assisting the respective PHOs and National Aids Program to undertake corrective follow-up actions

· Support EQA supervision for BBLKs and BLKs

· Support the development of EQA training material and SoP for VL and EID

· Ensure all EQA results are reported and documented

· Identify potential problems and advise the Project Manager on necessary corrective actions, follow up on these actions, and prepare brief monitoring visit reports on findings and recommendations

· Supervise and ensure the works of Field Assistance are technically sound

· Prepare regular reports and recommendations for problem-solving/action plan

· Contribute to the development of TA plan ToR, review the deliverables on the technical quality

· Maintain relations with stakeholders, partners, and institutions

· Initiates and facilitates discussions with regards to TA Specimen Transport at the provincial/district level

· Ensure data collected from the field are correct and valid

Qualifications and Competencies:

1. Educational Qualification:

• Medical Doctor/Officer preferably with NGO background.

2. Competencies:

• Minimum of 2 – 3 years working experience in public health/medical science, preferably in health/TB control/HIV-AIDS Project.

• Good interpersonal skills

• Good communication and facilitation skills

Yayasan KNCV Indonesia offers a flexible and supportive work environment and strongly encourages developing your skills and abilities to further your career opportunities.

Interested applicants are requested to submit their CV and application to recruitment@yki4tbc.org by 23 June 2022 at the latest

Please ensure to put the post you apply for in the subject line of your e-mail.

Only shortlisted candidates will be contacted.