Office AssistantProgram Management
ConsultancyGreen Prosperity Project   CDM Smith is
a privately owned, global, full-service consulting, design/build engineering, construction,
and operations firm helping public and private clients improve their
environment and infrastructure through award-winning projects. CDM Smith is
currently looking for an Office Assistant for its office in Jakarta in
support of the Millennium Challenge Account – Indonesia Green Prosperity
project (2015 – 2018). Under this project, CDM Smith and its international team
of experts will be providing Program Management Services. Our expectation is to
hire a highly qualified and motivated professional. Position          :           Office Assistant Location            :            Jakarta,
Indonesia        Position Summary: Reporting to Finance and Office Manager,
the Office Assistant will be part of a team of long-term and short-term
professionals. She/he will assist Finance and Office Manager in office administration
to support the operations of Jakarta Representative Office.  Specific responsibilities and tasks: General Administrative Support

• Receives and
  answers phone calls and emails.
• Greets
  and assist visitors to the office.
• Keep
  project agenda’s up to date, arrange meetings and appointments.
• Drafts
  correspondence and prepare database tracking for in/out documents.
• Participates/drafts/develop
  minute notes during office meeting and/or other meetings as required.
• Act
  as translator /interpreter as required.
• Maintains and
  update administrative files, organize office filling/archiving system.
• Ensures
  that all administrative work is clean, secure, and well maintained.
• Administrative
  support to the team, especially to Team Leader and Deputy Team Leader.
• Completes
  special projects and miscellaneous assignments as required.

 Logistics and Office Operations

• Responsible for
  administration paper work with vendors or third parties including biddings,
  procurement processing, and Purchase Order preparation.
• Maintains vendor
  database.
• Reviews invoice
  from vendors related to the PO released, complete all supporting documents
  needed before payment processing.
• Assists in daily
  office and field operations by ensuring timely provision of equipment,
  stationary, office supplies and other services required.
• Maintains office
  inventory, conduct regular checking, coordinate maintenance and replacement
  when required.
• Ensures
  maintenance of office, utilities and other properties, coordinate repairs and
  ensure arrangement for official functions.
• Replenishment of
  pantry, business cards and stationary items.
• Assists in
  processing company’s business license.
• Provides support
  to finance unit in collecting staff’s expense report and banking services.

Event, Travel and Visa Arrangement

• Provides logistic
  support for office personnel, outside consultant field trips and international visitors
  including making hotel reservations and arranging transport.
• Develops and
  maintains list of staff travel.
• Assists to arrange
  expatriate’s formal documents (e.g. visa, work permits, custom clearance,
  police report certificate, etc).
• Responsible for
  workshop, training, or meeting arrangement and assists the official
  administrative duties related to the event.
• Prepares and

  maintains workshop/training/meeting attendance list and other documentations.

Recruitment Support

• Collects CVs from
  prospective candidates.
• Updates and
  maintains candidate roster.

• Assists with staff
  recruitment process, including posting job descriptions, arranging interview
  schedule, filling recruitment forms.
• Develops tracking
  system to monitor progress status of recruitment process.

  Minimum Skills and Requirements: 

• Minimum of Bachelor’s Degree in Administration,
  Management or any other relevant disciplines  
• Minimum three years of relevant experience
• Excellent command of spoken and written English
• Computer literacy and proficiency in the use of
  Microsoft Office tools
• Strong interpersonal skills and have the ability
  to engage with other staffs and outside consultants, including experience in
  cross-cultural environment and international settings
• Self-motivated, well organized and creative in
  solving problems
• Ability to work quickly, accurately and pay
  attention to details

 Interested applicants
are requested to send resume and cover letter to: [email protected] no later than 1 October 2016.Please write your name and indicate the
position in the subject line of your email (“Office Assistant”). Only the strongest candidates who will
be contacted.