Office Management Officer

With 75 years of experience, our focus is on helping the most vulnerable children overcome poverty and experience fullness of life. We help children of all backgrounds, even in the most dangerous places, inspired by our Christian faith.

Come join our 31,000+ staff working in nearly 100 countries and share the joy of transforming vulnerable children’s life stories!

Employee Contract Type:

Local - Fixed Term Employee (Fixed Term)

Job Description:

Responsible the management of office safety building, asset, security and event services that promote stewardship, accountability and reliability.

Build excellent internal control environment and cost effectiveness and efficiencies for the organization.

Manage and execution office safety building, and asset, forecasting, reporting for the national office; and its alignment with global standards and processes through various system, as well as the Indonesia’s statutory requirement.

Responsible to manage maintenance, use and recording of organizational assets in accordance with global, local, government policies and are implemented properly, accurately by cooperating with other departments so that assets are protected. Manage for the use of office buildings and their facilities in accordance with standards and procedures.

Responsible the safe and security environment within working area are observe and take precaution action according to WVI Security Policy.

Responsible cooperation with outsourcing management so that office security is carried out vigilantly and appropriately and planning for safety building is efficient and effective.

Strategy Development & Planning

• Prepare the procurement planning for goods and services in collaboration with the procurement Coordinator and GS & Logistic Coordinator to facilitate the acquisition of items at the national office.
• Coordinate/Responsible for preparing annual plan for the office building, asset  maintenance and repair.
• Managing the renovation and opening of project office.
• Improve the business process of managing office buildings and security together with other units/departments/AP/Project/zone to support services according to standards.
• Conducting guideline, procedure, models and systems to get the most effective general service and logistic activities.

Resource Acquisition & Management/ Engagement /Project Management

• Coordinate closely with other departments to arrange the GS and logistics plan and service delivery
• Conducting a service satisfaction survey.
• Manage for opportunity to build strong relation with External parties and Internal parties (NO/ zone/partner/corporate) to leverage income generation.
• Facilitate and work closely with resource acquisition team providing the technical rigor and using evidence base for proposal development and project activities in the area of office building, asset and security.

Capacity Building/ Technical works

• Conduct capacity building plan for janitor team to enhance their technical  skills to support higher performance.
• Improving the capacity of the office building team at the national office in office safety management in accordance with global standards.
• Provide technical support to staff in using the corporate system and understanding the information, data and reports for the delivery of good programs.
• Become SMEs for Capacity Training for office building and asse
• Provide technical advice for national office in developing general service & logistic plan and implementation.
• Provide refresh the competence of office members in alertness to fire and earthquake hazards.

Accountability & Quality Assurance

• Responsible effective and efficiency office building and asset in WVI to align with partnership/donor/policies and standard.
• Provide data management of asset, reconciliation asset, reporting stock opname asset and transfer asset.
• Utilise technology to enable agile planning, streamline processes and boost operational effectiveness across the national office.
• Accountable for supplying accurate, current, and reliable data to support the audit implementation process.
• Initiate the action technical guidance and insights standart office safety building and asset,  in National Office.
• Maintain and update risk mapping profiles for office building to minimize risk.
• Liaise and collaborate closely with Finance team, Procurement/SCM team, programme team and technical sector team.
• Develop good networking with relevant vendors, government, corporate and partner to improve the contractual arrangement
• Manage the efficiency and effectiveness in the use of building/asset by managing documents, building maintenance and arrangement, as well as cost charging process.
• Ensure regulatory for alignment to the statutory/local government requirements to comply and monitor the implementation.
• Develop relationship with community surrounding the office and neighbourhood association
• Conduct regular reviews on global policies, processes and guidelines (Real estate, asset, safety building) to ensure their effectiveness and applicability.
• Update and coordinate with the Finance and Procurement departments for the required building/asset insurance process and become a point person in making insurance claims (ensuring data is collected, accurate, etc.)

Management & Leadership

• Develop and manage annual performance agreement
• Submits periodical Quarterly/ monthly accomplishment report
• Build and maintain positive spirit of working in team with other staff in respective unit and department 
• Provide Christian value and support to enrich the organization's life, faith, Christian commitments and ministry to the disadvantaged children and communities we seek to serve.  Model accountability, integrity and faithfulness, demonstrating that We are Stewards and We are Partners
• Be a role model and inspiration in managing work, communication and relationship with internal staff and external parties.
• Manage all risks related to office building and asset  according to organization policies, guidelines, and standard. This includes risks in fraud, safeguarding, and other related risks.

Qualifications

• Diploma (D3) in any discipline, preferably Business Administration, Office Management, Logistics, Facilities Management, Engineering, or related fields.
• Minimum 3-5 years of experience in General Affairs, Office Administration, Facility Management, Building Operations, Asset Management, or Logistics.
• Knowledge of office facility maintenance, workplace safety, and asset administration.
• Experience coordinating with security, janitorial, maintenance, and other outsourced service providers.
• Proficient in Microsoft Office applications and computerized reporting systems.
• Strong organizational skills, attention to detail, and customer service orientation.
• Ability to work effectively with diverse stakeholders and manage multiple operational tasks.
• Willingness to be based at the National Office and support organizational events and operational requirements.

WVI implements a Safeguarding Policy as a form of our commitment to protect children and adult beneficiaries. WVI has zero tolerance towards incidents of violence or abuse against children or adults, including sexual exploitation or abuse, committed either by employees or others affiliated with WVI work, and WVI also participates in the Steering Committee for Humanitarian Response (SCHR) Inter-Agency Misconduct Disclosure Scheme (MDS).

Applicant Types Accepted:

Local Applicants Only