REPOST: J-PAL SEA, POSTION FOR ADMIN AND EXECUTIVE ASSISTANT

Background
Country                       : Indonesia
Start Date                    : ASAP
Length of Commitment  : One years (possibility of extension)
Education                    : Minimum Diploma or Bachelor Degree
Organization                 : J-PAL Southeast Asia at UI Salemba
Language Requirement  : English & Indonesian
 
Position
Description

The
Abdul Latif Jameel Poverty Action Lab is
globally headquartered within the Economics Department at MIT. J-PAL
Southeast
Asia is one six independent regional offices based around the world
hosted at
local universities. J-PAL is a pioneer of using randomized evaluations
to
answer critical policy questions in the fight against poverty. J-PAL
Southeast
Asia, based at the Institute for Economic and Social Research, Faculty
of Economic and Business at the University of Indonesia (LPEM-FEBUI)
seeks a
qualified applicant for some positions to support the activities in a
vibrant
organization undertaking cutting-edge development research.
 1.    
ADMIN
AND EXECUTIVE ASSISTANT

The Admin and Executive Assistant will report
directly to J-PAL SEA’s Finance & Administration Manager based in Jakarta
and will work closely with the Executive Management teams.
 
The Admin and Executive Assistant will be
responsible for performing a range of administrative tasks to support efficient
office operations. These include, but not are limited to: managing meeting
schedules and logistics, arranging staff travel, general office support and
work flow as well as communication and information management.
 
Responsibilities include (but are not limited
to):
 
Administration,
Travel and Event Coordination

  1. Maintain
    a central filing system, inventory of office supplies and asset, and oversee
    the maintenance of the office equipment and its facilities.
  2. Responsible
    for filling all letters IN or OUT which are produced by staff and maintaining
    the per-numbered of all letters
  3. Provide
    administrative support related to scheduling and arranging logistics for
    meetings, training and events. These include managing the events and preparing
    necessary materials.
  4. Liaise
    with travel agent and assist all staff to prepare travel arrangements such as
    flights and lodging for either domestic or international travel.

 
Program
Support

  1. Assist
    the Executive Management team on managing their calendars and meeting

    schedules.

  2.  Assist

    the Executive team to prepare meeting notes and its documentation

  3.  Assist
    policy team on media tracking
  4.  As in charge
    on policy publication. This includes translation of policy brief and other
    documents in both Indonesia and English.

 
Procurement

  1. Support

    procurement processes in line with J-PAL SEA policies and procedures

  2. Make
    sure that all Purchase Request (PR) have been approved by the designated person
    and maintain the Purchase Request (PR) which will pre-numbered for
    documentation
  3. Obtaining
    cost quotes for goods or services when necessary and preparing bid analysis
  4. Leading
    the bidding committee depend on the procurement method and category
  5. Dealing
    with the third party in order to get the best price for any purchases and
    contracts.
  6. Maintain
    all contracts/agreements with the third parties such as hotel corporate
    agreement and travel agent.

 
Human
Resources

  1. Maintain
    the Human Resource (HR) database and update it routinely
  2. Responsible

    for filling all documents related to the staff such as Human Subject
    certificate, IRB certificate, copy of ID card and passport, copy of bank
    account, NPWP, and emergency contact form. This includes monthly time sheets
    for all staff, leave forms and tracking the leave balances regularly.

  3. Maintain
    the New Hired Form for all staff
  4. Responsible
    for maintaining all information related to the insurance provider as a contact
    person for all staff. This includes registering the new staff for their
    insurance as well as distributing the insurance forms that staff need
  5. Maintain
    AEA registration for all projects
  6. Responsible

    for managing contact in Salesforce. Keep the contact details are up to date

 
Qualifications:

  • Minimum Diploma Degree in administration, management
    or relevant studies. Bachelor Degree are also encouraged to apply.
  • Prior experience working as Admin or Secretary for
    a research institution or international organization.
  • Experience in office administration and
    procurement preferably for projects funded by International donor such as DFAT
    or USAID.
  • Language:
    High-level of proficiency (fluent or native). Ability to write and speak
    fluently in Bahasa Indonesia and English. Experience on written English
  • Experience in filing and cataloging/organizing
    various types of materials.
  •  Ability to effectively organize, prioritize
    work assignments, multi-task, and work well under pressure
  • Strong ability to manage a time-sensitive
    workflow while maintaining absolute accuracy with details
  •  Ability to work independently and as a team
    member
  •  Ability to appreciate international diversity
    and to establish effective working relationships with international partners,
    supervisors, and research staff.
  •  Ability to establish and maintain working

    relationships with supervisor and other staff

  • High proficiency in Microsoft Excel, Word and
    PowerPoint.

How to Apply:
Please send an email before March 31, 2016 to jpalseajobs@povertyactionlab.org
and esiahaan@povertyactionlab.org
following these instructions exactly:
 
Use the following as the email subject line: “J-PAL SEA, your name, and position you
apply”
Please do not include any other text in the body of the e-mail.
Adding extra text will interfere with the processing of your application. 
 
Attach PDF copies of your CV and a cover letter
no longer than 500 words. The cover letter should discuss how you meet the
aforementioned position requirements, emphasizing relevant skills and
experience.
 
Incomplete applications will not be
reviewed.  Shortlisted applicants will be
contacted for interviews.
 
 
http://www.povertyactionlab.org/southeast-asiaSalam,

Efendi Siahaan

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