[DevJobsIndo] [URGENT]: J-PAL SEA, Temporary Administrative Assistant
Background
Country : Indonesia
Start Date : 1 December 2015
Length of
Commitment : 3 months (with
possibility of extension)
Commitment : 3 months (with
possibility of extension)
Education
: Minimum Diploma or Bachelor
Degree
: Minimum Diploma or Bachelor
Degree
Organization
: J-PAL Southeast Asia at UI
Salemba
: J-PAL Southeast Asia at UI
Salemba
Language
Requirement : English &
Requirement : English &
Indonesian
Job
Description
Description
J-PAL
Southeast Asia (J-PAL SEA), based at the Institute for Economic and Social
Research at the University of Indonesia (LPEM-FEBUI) seeks a qualified applicant for the
position of Temporary Administrative Assistant to support the activities in a
vibrant organization undertaking cutting-edge development research.
Southeast Asia (J-PAL SEA), based at the Institute for Economic and Social
Research at the University of Indonesia (LPEM-FEBUI) seeks a qualified applicant for the
position of Temporary Administrative Assistant to support the activities in a
vibrant organization undertaking cutting-edge development research.
The Temporary Administrative Assistant will report directly to J-PAL SEA’s Finance &
Administration Manager based in Jakarta and will work with the Sr. Management
teams.
Administration Manager based in Jakarta and will work with the Sr. Management
teams.
The
Temporary Administrative 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.
Temporary Administrative 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):
include (but are not limited to):
1. Provide administrative support related to
scheduling and arranging logistics for meetings, trainings and events. These include
managing and preparing necessary materials.
scheduling and arranging logistics for meetings, trainings and events. These include
managing and preparing necessary materials.
2.
Liaise with travel agent
and assist all staff to prepare travel arrangements such as flights and lodging
for either domestic or international travel.
Liaise with travel agent
and assist all staff to prepare travel arrangements such as flights and lodging
for either domestic or international travel.
3.
Maintain a central
filing system, inventory of office supplies and assets, and oversee the
maintenance of the office and its facilities
Maintain a central
filing system, inventory of office supplies and assets, and oversee the
maintenance of the office and its facilities
4. Support procurement processes in line with J-PAL
SEA policies and procedures including obtaining cost quotes for goods or
services when necessary
SEA policies and procedures including obtaining cost quotes for goods or
services when necessary
5. Filing HR documents such as monthly time sheets
for all staff, leave forms and tracking the leave balances regularly.
for all staff, leave forms and tracking the leave balances regularly.
6. Assist in ensuring that appropriate
letter-heads, logos, and paper types are used for different levels of
correspondences and are in line with J-PAL SEA and Donor trademark
requirements.
letter-heads, logos, and paper types are used for different levels of
correspondences and are in line with J-PAL SEA and Donor trademark
requirements.
7.
Maintain cordial and
responsive written and verbal communication to both external and internal J-PAL
Maintain cordial and
responsive written and verbal communication to both external and internal J-PAL
SEA’s partners for program and administrative matters.
8.
At times, The Admin
Assistant may be requested to translate documents such as letters and
brochures, in both Indonesia and English as well as draft format letters.
At times, The Admin
Assistant may be requested to translate documents such as letters and
brochures, in both Indonesia and English as well as draft format letters.
9.
Assist the Sr. Management team to
arrange their meeting schedules.
Assist the Sr. Management team to
arrange their meeting schedules.
Mandatory
Qualifications:
Qualifications:
–
Minimum Diploma Degree in
administration and or relevant studies. Bachelor Degree are also encouraged to
apply.
administration and or relevant studies. Bachelor Degree are also encouraged to
apply.
–
Prior experience working as Admin
for a research institution or international organization.
Prior experience working as Admin
for a research institution or international organization.
–
Ability to write and
speak fluently in Bahasa Indonesia and English.
Ability to write and
speak fluently in Bahasa Indonesia and English.
–
Experience in filing and
cataloging/organizing various types of materials.
Experience in filing and
cataloging/organizing various types of materials.
–
Minimum 2 years’
experience in office administration and procurement preferably for projects
funded by International donor such as DFAT or USAID.
Minimum 2 years’
experience in office administration and procurement preferably for projects
funded by International donor such as DFAT or USAID.
–
Ability to effectively
organize, prioritize work assignments, multi-task, and work well under pressure
Ability to effectively
organize, prioritize work assignments, multi-task, and work well under pressure
–
Ability to work
independently and as a team member
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 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
Ability to establish and
maintain working relationships with supervisor and other staff
–
High proficiency in Microsoft Excel,
Word and PowerPoint.
High proficiency in Microsoft Excel,
Word and PowerPoint.
How to Apply
:
:
Please send
an email to [email protected] and [email protected] following these instructions
exactly:
an email to [email protected] and [email protected] following these instructions
exactly:
- Use the following as the email subject line: “J-PAL
SEA, Administrative Assistant.” 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. - Please attach on CV your history salary from 2
last professional works and salary expectation on this position.
Incomplete
applications will not be reviewed. Shortlisted applicants will be
applications will not be reviewed. Shortlisted applicants will be
contacted for interviews.
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