Catholic Relief Services (CRS) is a US – based
voluntary organization working in more than 80 countries around the world to
assist people victims of disasters, people in need and the disadvantaged
regardless of race, belief or nationality. CRS has been operating in Indonesia
since 1957 under the Memorandum of Understanding with the Ministry of Social
Affairs with programs primarily in the areas of community development,
humanitarian assistance, Disaster management and Emergency Response. 
CRS/Indonesia is currently hiring for an ADMINISTRATION
ASSISTANT to be based in Jakarta. This position will report to HR &
Admin Manager.  
PRIMARY RESPONSIBILITY The Admin Assistant is to provides overall
administrative support within the office to ensure the smooth implementation of
CRS Indonesia programs. This position also as the first point of contact for
anyone contacting the office and is responsible for managing incoming and
outgoing telephone calls, handling correspondence, receiving and directing
visitors and ensures all guests are treated in a professional, courteous and
helpful manner.
 
This position will be responsible for:
 
Secretarial
·        
Courteously receives visitors and directs phone
callers to the appropriate colleague, take and deliver messages as needed
·        
Manages the registration and distribution of
incoming mail/faxes/letters/documents and facilitates the delivery of outgoing
mails/faxes/documents
·        
Provides secretarial services to the Country
Manager and other staff as needed
·        
Sets up appointments/meetings with external
parties for Country Manager and other staff as requested, including
transportation reservation.
·        
Provides logistical support for in-the-office
meetings: prepares the meeting room, equipment and refreshments as necessary.
 
Administration
·        
Performs general administrative duties such as
photocopying; filing, and typing and printing electronic documents as
requested.
·        
Maintains office supplies inventory and
distribution;
·        
Maintains hygiene and kitchen supplies
(sundries) inventory and distribution
·        
Supports the HR & Administration Manager and
Procurement & Logistics Coordinator in the documentation and collection of

bids, check if items delivered by suppliers are as requested and described in
the Purchase Order (PO), and match the invoices against the PO;
·        
Ensures that all CRS equipment, tools and assets
are properly labeled
·        
Reviews monthly landline and mobile phone bills and
assigns each bill to related staff for identification and verification of
personal use, and prepares payment request for the bills. If and when
necessary, reminds staff to settle their personal phone bills timely.
·        
Reviews invoices from services providers,
vendors, travel agents, etc., verify the invoices with staff responsible for
the transactions as necessary, the prepares payment requests
·        
Ensures that all office equipment function well
at all time, and arrange maintenance and/or repair services when needed
 
 
 
Travel
& Logistics
·        
Administers both domestic and international
travel arrangements for all staff as per approved Travel Request Form (TRF)
and/or Travel Request Authorization (TRA) 

·        
Assists staff in the process of obtaining visa
from a foreign country embassy/consulate. This includes preparing support
letter, copy of travel itinerary and other office travel documents as requested
by the embassy/consulate.
·        
Manages CRS-approved in – country hotel list and
arranges hotel reservations for traveling staff and visitors
·        
Arranges airport pick-up and drop – off for both
staff and visitors as needed
·        
Assists in preparation and commencement of
in-country CRS-organized meetings and workshops
·        
Assists staff who travels abroad in filling out
and/or updating the Agency Staff Locator.
 
Visitor
Services
·        
Ensures the CRS Indonesia Welcome Package which
contains basic facts about Indonesia and Constant Companion, is up – to – date
and available for visitors and new staff, and ensure that the visitors received
the package prior to departure from their country of origin.
·        
Assists international guests and visitors in
obtaining documents for Indonesia visa application. This may include invitation
letter and copy of hotel reservation.
·        
Arranges hotel reservations and local
transportation as needed.
 
Petty
Cash and Other Support
·        
Administers the office petty cash account:  collects completed petty cash request forms,
verifies signatures and receipts, and disburses cash if approved; replenishment
petty cash account on monthly basis or as needed in accordance with established
petty cash management procedures;
·        
Verifies and reconciles petty cash vouchers;
·        
Supports Finance department in office banking activities,
such as sending office checks to or getting check from the bank or other
vendors/parties withdrawal request letter and/or other documents to the bank
and, with Country Manager’s authorization, withdrawing cash from the bank.
·        
Assists other departments as necessary and/or
upon request from the HR & Administration Manager
·        
The Finance Officer
may be called upon as part of their roles and responsibilities to participate
and/ or provide support in emergency response situations when and where
required in consultation with their supervisor.
 
QUALIFICATIONS: 
 
1.   
Graduated from Secretary Academic, D-3
Business Administration/ Management or University studies in related
field,  Bachelor’s degree will be an
advantage,
2.   
Proficiency in English, both speaking
and writing.
3.   
Proficient in the use of MS Windows and
MS Office programs
4.   
Strong administration and work
organization skills
5.   
Some bookkeeping background/skill is
preferable
6.   
Ability to plan and organize his/her

work independently,
7.   
Proven level of integrity and honesty
8.   
Solid interpersonal and communication
skills.
9.   
Possesses an attitude of service and
support.
10.  Willing to travel outside of Jakarta if necessary
11.  Demonstrated team behavior.
 
 
Candidates who meet the above qualifications are
encouraged to apply and email their CV to Iwan.Tarmizi@crs.org
,included 3 references. The closing of this position will be on March 31^st, 2016.   
 
“Only short-listed candidates will be invited via
e-mail/phone for Interview”