Administration Officer, Indonesia Jobs

We support peace and prosperity by building connections, understanding and trust between people in the UK and countries worldwide.

We work directly with individuals to help them gain the skills, confidence and connections to transform their lives and shape a better world in partnership with the UK. We support them to build networks and explore creative ideas, to learn English, to get a high-quality education and to gain internationally recognised qualifications.

Working with people in over 200 countries and territories, we are on the ground in more than 100 countries. In 2021–22 we reached 650 million people.

Role Purpose

Administration Officer to provide professional and reliable administrative support to the Business Support Services (BSS) unit with the aim to assist British Council Indonesia Foundation to achieve its objectives in the area of support services.

To support the business support services administration function maintains systems, processes, documentation, handle internal enquiries and prepare management information reports for multiple functions that may require assistance depending on the size and SBU’s within country. The role will contribute to the achievement of British Council corporate standards and meet relevant polices/procedures.

To support Business Support Services Team to ensure smooth and efficient running of British Council resources and services which meet corporate standard. As a member of the Business Support team, the post holder is to provide support and excellent level of service to all activity streams in Indonesia, particularly in the activity areas of premises and its centre’s, to meet corporate standards ensuring health and safety standards, environmental standard and local legislation requirements are met and maintained to promote a positive image to customer, clients and staff.

Main Accountabilities But Not Limited To The Following

Managing self and others

• Holds vendors and suppliers to account for delivering services.
• Has the ability to work independently and manage workload against project deadlines.

Admin Formalities & Permit

• Work closely with the registered agency for managing working permits and visa administration and liaise with the relevant agency and Ministry office for shipment and customs clearance documentation.
• Prepare all necessary documents to apply for a work permit and visa for the UK-appointed staff and teachers by coordinating with the BSS Lead and liaising with the relevant Indonesia Ministry Office for DINAS status and Tax Exemption facility.
• Manage all schedules and processes of visa and work permit applications and maintain 90-day notification, not limited to anticipating cancellation or extension processes.
• Provide the necessary support in formal arrangements with the local authorities’ office. Support British Council Indonesia Foundation Formalities (amendment of foundation legal documents, filling, operational license, and other business license aspects).

Administration, Procurement and Contract Management

• Lead on the sourcing of new suppliers from a small to large procurement and assist in the tender process. Ensure procurement is in line with the threshold and an adequate level of negotiation is in place to present the best value for money principle.
• Contract management, update and maintaining the contract register and preferred supplier list and ensure all obligations of the vendor for contract renewal.
• Manage daily administrative tasks, including but not limited to: Purchase request creation for regular and irregular procurement conducted by BSS and SBUs and ensuring the transaction and services are delivered in a timely manner; vendor and supplier registration. It includes proper invoice receipt, good receipt, and payment document submission to the Finance Unit or related units.
• Ensure compliance with corporate procurement policies and standards and the code of conduct.
• In managing indirect expenditure, the regular office billing (office rent, Utilities, Service charge, and PO transactions is completed and paid in a timely manner.
• Prepare contracts and accounting documents, assisting in checking and recording all approving documents.
• Coordinate with the registered agency and colleagues of the Foundation and British Council in terms of the administration of the annual report of foreign staff to the Ministry of Manpower.
• Managing regular reconciliation and on-time billing payment (e.g., storage, office mobile phone, overtime of GS, security, and driver, is precisely calculated and paid on time).

Estates/Facilities Management

• Work closely with contractors, vendors and liaise with office building management on facility maintenance and premises is carried out on a scheduled basis, and the facility is kept in the highest standard of cleanliness. Maintain the adequate level of pantry supplies and stationary by coordinating the work with general services team.
• Responsible for the office car maintenance schedule, its yearly tax payment, supervision of one driver, and office car maintenance.
• Manage the offsite storage facility and file archive as per retention and ensure the annual physical check of assets and non-assets is conducted and disposal requirements are met.
• Responsible and perform regular checks on facilities services, including hard services (vendor maintenance, fire and safety equipment), and soft services (cleaning, transportation, etc.) in the main British Council and British Council Indonesia Foundation office and teaching centre.
• Oversee the high delivery standard of the general services team.

Role Specific Knowledge And Experience

• Working knowledge of British Council SAP system (or equivalent ERP software). (Desirable)
• Minimum 2 years of experience in business services in Indonesia or in the field of administration/procurement/hr with proven track record in general office administration.
• Good organisational skills with the ability to prioritise tasks and meet deadlines
• Good administrative experience with the ability to interpret and follow organisational policy and practices.
• Ability to build effective relationships with employees and management to achieve the delivery of high quality and effective professional services.
• Work Experience in both public, in a multi-cultural non-profit organisations/Local Foundation (Yayasan) and private sector organisations or in international context. (Desirable)

Further Information

• University degree or equivalent experience.
• Confident user of information technology (specifically, Word, Excel, PowerPoint and Microsoft 365 functionality).
• Contract Type: Fixed term contract (12 months)
• The British Council systems and global processes operate in English. Written and verbal proficiency in English is required.
• Closing Date: August 01, 2023, 11:59 PM Philippines Time (GMT+8)
• Requirements:
• Applications are welcomed from candidates currently in this location with a natural right to work.
• Applications are also welcomed from candidates currently based in other British Council country offices. However, please note candidates must have a natural right to work in the country, on a permanent basis, as immigration clearance and/or on-going visa support is not provided by the British Council for this role. Relocation support is also not provided.
• Conditions of Employment: Local Direct Hire
• Location: Jakarta, Indonesia
• Pay Band: 4/H

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Equality , Diversity, and Inclusion (EDI) Statement

The British Council is committed to policies and practices of equality, diversity and inclusion across everything we do. We support all staff to make sure their behaviour is consistent with this commitment. We want to address under representation and encourage applicants from under-represented groups, in particular, but not exclusively, on grounds of ethnicity and disability. All disabled applicants who meet the essential criteria are guaranteed an interview and we have Disability Confident Employer Status. We welcome discussions about specific requirements or adjustments to enable participation and engagement in our work and activities.

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We believe that all children and adults everywhere in the world deserve to live in safe environments and have the right to be protected from all forms of abuse, maltreatment and exploitation as set out in article 19, UNCRC (United Nations Convention on the Rights of the Child) 1989.

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If you have any problems with your application please email [email protected]

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