Administration Officer, Indonesia**Date**:18 Jul 2023**Location**: Jakarta, East Asia, ID**Company**:British CouncilWe 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.- 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- Ensure compliance with corporate procurement policies and standards and the code of conduct.- 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.- 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.- Prepare contracts and accounting documents, assisting in checking and recording all approving documents.- 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).- Contract management, update and maintaining the contract register and preferred supplier list and ensure all obligations of the vendor for contract renewal.- In managing indirect expenditure, the regular office billing (office rent, Utilities, Service charge, and PO transactions is completed and paid in a timely manner.- 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.Estates/Facilities Management- 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.- 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 maintena
