JOB VACANCY

Position:                       Administrative Assistant
Location:                      Jakarta
Company:                     Widya Erti Indonesia
Employment Type:        Fix Term (Full Time)
Application Deadline:   Sunday, 22 June 2025

About  Us:

Widya Erti Indonesia is focusing on the education, agriculture, and community development sector by providing learning opportunities and empowering rural marginal communities to responsibly and sustainably care for environment. WEI project areas are in Sumatra, Kalimantan, Sulawesi, and other part of Indonesia, with the head office located in Jakarta. We are currently looking to fill the following position:

Job Description:
Unser supervision and reports directly to Operations Coordinator, s/he will be responsible for managing daily business activities including Administration, Procurement, Personnel and Finance

Key Responsibilities:

1. Administration
2. Actively participate in the set-up of the Head Office.
3. Provide overall administrative support in day to day implementation for all aspects of administrative management related to the Head Office and project’s activities.
4. Managing filing of all local administrative documents and other critical admin documents (such as correspondence, contract, organization legal documents, etc.) ensuring the files are detailed and well organised and centrally located according to Widya Erti Indonesia guidelines and procedures.
5. Greet and assist visitors upon arrival at the office to ensure they receive the necessary information or before meeting with the intended staff.
6. Assist in organizing and conducting meetings, workshops, conferences, field monitoring, and other program activities.
7. Ensure staff have signed the asset borrowing form prior to receiving the asset.
8. Arrange/prepare documents/assets for shipping.
9. Maintain and update a list of essential phone numbers, including police stations, hospitals, fire departments, and share the information with staff.
10. Organize the monthly schedule for office cleaner.
11. Assist Program Manager and Operations Coordinator in preparing letters, project data, and other required reports.
12. Provide translation support (English to Indonesian or vice versa) for projects, if needed.
13. Building and maintaining good relationship and communication with vendors, local authorities and stake holders.
14. Procurement
15. Responsible to ensure the purchasing, repairing, and replacing office equipment’s according to the procurement procedure (Budget Proposal, RFQ, Quotation, Summary Bid Analysis, Purchase Order, Invoice, Receipt, Good Receive Note).
16. Arrange/book flights and/or hotel accommodation for business travel for all Staff and Consultants including booking and/or arranging transportation.
17. Ordering office supplies and consumables including managing their stock to ensure operational support.
18. Managing asset activity including tagging newly acquired assets, license, and prepare asset monthly report.

3. Personnel

Coordinate with Operations Coordinator regarding personnel requests and other HR-related duties.

4. Finance
5. Assist staff in the preparation and collection of Travel/Expense Report and other documents and support related to financial matters, including assisting in scanning receipts for settlement.
6. Managing petty cash and the report.
7. Manage invoices submitted by third parties, including local entities for further processing in the Finance Unit.
8. Ensure spending of the budget according to the plan to avoid under and overspending.
9. Support and prepare a budget according to the program activity plans in coordination with Program Manager.

Coordinate audit with close coordination of the management & finance team.

Qualifications and Skills:

1. Bachelor’s degree in in accounting, finance, business administration, or related field.
2. Preferably candidates who have experience in NGO/CSO.
3. Attention to detail (detailed-oriented), highly organized, and problem-solving skills.
4. Desire to be proactive and create a positive experience for others.
5. Excellent time management skills and ability to multi-task and prioritize work.
6. Basic math and accounting skills.
7. Experience managing petty cash.
8. Experience managing budgets and expenses.
9. Comfortable handling confidential information.
10. Good communication skills in English and Bahasa Indonesia
11. Proficient in MS Office.
12. Experience working with multi-function printers, including the ability to scan documents and send them as an email attachment, configure copy settings and perform light maintenance tasks such as replacing toner cartridges.

How to Apply:

Please send cover letter and CV describing your qualities and experiences to recruitment@widyaertiindonesia.org with Administrative Assistant_Applicant Name in the subject line, please name your file using this format CV_your name or application_your name (Luna Maya_CV, Luna Maya_application).

Only shortlisted candidates will be contacted directly.