CIFOR, the Center for International Forestry Research, advances human wellbeing, environmental conservation, and equity by conducting research to inform policies and practices that affect forests in developing countries. With Headquarters in Bogor, Indonesia and offices in Asia, Africa and South America, CIFOR works in over 30 countries worldwide and has links with researchers in 50 international, regional and national organizations. CIFOR is a member of the Consultative Group on International Agricultural Research.

CIFOR is looking for an Operations Assistant.

This position is responsible for day-to-day managing CIFOR’s archives and storage facilities, mail, parcel and courier services, overseeing the loaning of office equipment, goods receipt and the corresponding tracking of information and database maintenance. He or she will also provide administrative support to the Facility Services officer and back up the receptionist.

Responsibilities

1. Asset control

• Track inventory and shelving
• Maintain inventory database
• Prepare usage reports
• Prepare requisitions to replenish items
• Ensure tidiness and cleanliness of the area
• Stocks includes: office stationeries, souvenirs, first aid kit supply, lamps and others

2. Manage mail and courier services

• Monitor franking machine usage and prepare monthly franking machine expense report
• Arrange permit renewal from franking machine, paid postage, etc.
• Ensure that AWB program installed for secretary run well
• Operate courier manifest data/on-line follow up
• Liaise with UPS, TNT and track courier consignment
• Prepare mail and courier monthly billing
• Supervise Office Assistant in operating main and courier services

3. Manage archives and storage room

• Maintain archive storing and retrieval
• Maintain archive index, log book and database
• Maintain archive boxing
• Prepare archive reports
• Ensure the storage rooms are clean and tidy

4. Oversee the office equipment loan

• Maintain up-to-date loan database for field equipment and mobile phone.
• Make sure readiness of equipments.
• Maintain official hand phone loan, list & bill.

5. Oversee the Goods Receive Matching activity & database

• Ensure the goods are in compliance with specification of Purchase Order
• Accept or reject delivered goods and services
• If partial delivered, follow up with Procurement Officer for the next batch delivery
• Maintain GRM database (SUN system) to ensure a well documented journal

6. Manggala office administration

• Ensure sufficient stock of office supplies, mineral water and paper at the Manggala office
• Maintain the Manggala office.log book
• Ensure the cleanliness and tidiness of the Manggala office

7. Others

• Liaise with Aqua delivery services and prepare monthly billing
• Maintain inventory list for Facility and Operation
• Draft Research and Travel Permit letter.
• Report any repairs to Property Assistant and loss to Procurement
• Provide administrative support to the Facility Services Officer
• Back up receptionist

Qualifications and skills

• Associate Diploma or degree in office administration, management or related fields.
• Experience in day-to-day office operations, archive and storage management.
• Good computer skills for word processing, spreadsheets and databases.
• Fluent in spoken and written English and Indonesian.

Personal competencies and personal qualities

• Shows initiative and can work independently and as an effective team player
• Excellent interpersonal and communication skills, with the ability to effectively and positively interact with people in a multicultural and multidisciplinary environment
• Capable in personal organisation, planning, priority setting and managing multiple tasks
• Focused on continuous improvement and learning.

Application process

We will acknowledge all applications, but we will contact only short-listed candidates. Please send your letter of interest and CV, including contact information for three referees to:

Human Resources Department
CIFOR
cifor-hr@cgiar.org

Please indicate the position in the email subject line. Don’t forget to include both a telephone number and email address for the three referees.

To learn more about CIFOR and the above position, please visit our web site at http://www.cifor.cgiar.org