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.
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
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
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 mailto:aspac_om%40yahoo.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.
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.
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
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
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 mailto:aspac_om%40yahoo.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.
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