Friday, August 10, 2012

Chemonics International

Office Manager CHANGES FOR JUSTICE (C4J) PROJECT Chemonics International Inc., a leading international consulting firm, seeks to fill the following long-term, full-time positions for a project funded by the U.S. Agency for International Development (USAID), Indonesia Changes for Justice (C4J). The primary objective of the C4J project is to improve the performance of Indonesia’s justice system, a prerequisite for good governance and sustained economic growth, through cooperation with the Supreme Court and Attorney General’s Office (AGO) of the Republic of Indonesia. Office Manager Counterparts USAID/Indonesia, the Indonesian Supreme Court, the Attorney General’s Office, local NGO’s, and donors and partners engaged in project activities Tasks Overall requirements: The Office Manager is responsible for ensuring a clean, well organized, professional, and administratively efficient environment for C4J staff and visitors in compliance with USAID regulations and the contract signed by USAID and Chemonics. The Office Manager will at all times adhere to and act according to the Chemonics Professional Code of Ethics (“Living Our Values”) and will make the principles of the Code a part of the project’s culture and standard operating procedures. The Office Manager will also ensure that professional and transparent relationships are maintained with all C4J staff, project partners, donors, counterparts, vendors, and others with whom she interacts, throughout the life of the project. Specific requirements: 1.Handle and oversee all office administration including management of human resources for all C4J staff, coordination of payment of all invoices and bills with the C4J Finance Manager, coordinate C4J technical logistics and administrative support by Administrative Assistants, Receptionist, IT Officer, Translator/Interpreters, and Driver, and maintain close coordination with all other administrative and technical staff. 2.Serve as the in-country point person for handling relationships with office landlord and/or relevant building management and maintenance personnel on all matters related to the C4J office spaces, including matters related to lease terms and VAT exemption processes, both in temporary and long-term spaces as required. 3.Coordinate with the Indonesia Program Manager (IPM) on matters related to Chemonics’ legal status, VAT exemption, legal advice, and other issues managed jointly for all Chemonics projects in Indonesia, as defined by the Chief of Party and Chemonics. 4.Manage long-term expatriate staff, visas, housing and other logistical matters, and short-term expatriates’ hotel and transportation arrangements. 5.Seek bids which support office operations; negotiate and manage long-term vendor relationships, including but not limited to contracts for travel, office equipment, and IT systems. 6.Supervise the management and accounting for petty cash by the Administrative Assistant. 7.In cooperation with the Procurement Manager, manage C4J office equipment, office services such as telephones, internet, etc., and acquisitions needed for C4J office operations. 8.Oversee all C4J office communications, including managing the chronological correspondence file, formatting of official correspondence, and assisting to ensure compliance with branding requirements. 9.Assist with the preparation of C4J documentation relating to office management as required. 10.Lead person for managing the shared office calendar, including finalizing meeting dates, appointments, locations, office cars and drivers, assisting with coordinating staff, and other logistical needs. 11.In cooperation with the senior technical staff, ensure that all C4J actions comply with USAID and Chemonics regulations on procurement, subcontracting communications, and other regulated areas. 12.Work together with the Finance Manager and the SAF/Grants Manager to process VAT exemption for all subcontracts, local personnel contracts, and expatriate needs, such as housing, hotels and visas as required. 13.Manage all other administrative tasks as designated by Chief of Party. Reporting The Office Manager will report directly to the Chief of Party. She will prepare regular oral and written progress reports that demonstrate the status of project operations, as well as other reports as required. As teamwork is crucial to the success of the project, the Office Manager will be expected to coordinate work with other technical, managerial and administrative C4J staff, as per direction from the Chief of Party. Qualifications and Salary At least 5 years office management experience, preferably with large-scale international projects. Successful experience working in a diverse, face-paced environment. Excellent computer and typing skills including, Microsoft Word, Excel, Outlook exchange email system, and desktop publishing software such as Adobe, Photoshop, and other similar programs. Versed in office administration duties including faxing, photocopying, answering phones, and arranging meetings. Friendly and service oriented approach required. Bachelor’s degree required. Fluency in English and Bahasa Indonesian required. Experience in preparing correspondence and presentations highly preferred. Time Frame This long-term, full-time position is available immediately with an annual approved level of effort of no more than 260 days for each project year for 4 (four) years. The employment agreement will be renewed on an annual basis following a positive performance evaluation. The C4J project ends on May 11, 2014. Interested applicants for this position are requested to send a cover letter and resume (references will not be contacted prior to the interview) to as soon as possible but no later than 27 August 2012 and the vacancy will be open until the position is filled. Please indicate the position in the subject line. Only the strongest candidates will be contacted. No telephone inquiries, please. The successful candidates for these positions will be subject to USAID approval and USAID local salary scales for technical positions. Chemonics International ( was founded in 1975 and is one of the largest U.S. consulting firms providing expertise in developing and emerging-market countries for initiatives financed by USAID.


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