Job Title: Admin Assistant, Indonesia

Period: October 2016 – June 2017

Contract Type: Daily/Monthly Rate (non-permanent)Salary: IDR 5mil per month – negotiable.

The Global Alliance for Improved
Nutrition (GAIN) is driven by the vision of a world without malnutrition. GAIN is a Swiss-based international organization that
mobilizes public-private partnerships and provides financial and technical
support to deliver nutritious foods to those people most at risk of
malnutrition. The organization is delivering improved nutrition to an
estimated 610 million people in more than 30 countries, half of whom are women
and children. Nutrition products are as varied as fortified cooking oil in
Indonesia, flour in Africa, soy sauce in China and biscuits in India, as well
as specialized products for infant and young child nutrition, and interventions
to protect the most vulnerable affected by emergencies or chronic illness.

GAIN Indonesia currently seeks an
Administrative Assistant in order to support the organization’s programs and
daily operations of the Indonesia Office. The position is short term and
contract-based / daily rate for now with option to renew if further funding
becomes available.

Admin Assistant – Indonesia

The Administrative Assistant will provide support to the Indonesia Office in regards to office administration, procurement and logistics, and provide program support to the Program Associates and Managers. The Assistant will report to the Program Associate. S/he will ensure that administrative support is provided in order to ensure that the overall project milestones and goals are met. 

RESPONSIBILITIES

Administrative Assistance

• Provides
  assistance to the Indonesia Staff, ensures compliance with GAIN policies and
  procedures
• Provides logistical arrangement & support on: 
• meetings with partners and stakeholders at national and international levels
• event organizing
• travel and accommodation
• correspondence
• document filing/archiving
• contracting process
• procurement process, including bidding
• work permits and registration
• Liaises with
  building management and local vendors on operational aspects as required

Finance Assistance

• Manages petty cash
  and ensures that relevant documents are kept for all expenses according to
  GAIN’s Finance Manual.
• Provides support
  in creating PurchaseOrders, Cash
  Advance, Statement of Accounts and other financial reconciliations
• Prepares accounts
  payable documents (e.g. invoices, payment requests) for approval
• Ensures the smooth flow of approval documents, ensuring information transfer to the relevant staff
• Works with Finance
  Country and HQ Focal Points to ensure all project related expenses are properly
  coded to ensure the accuracy of financial reporting

Office
Management Support

• Coordinates with
  Indonesia Focal Points regarding facilities management of the Jakarta office
• Oversees
  transportation and vehicle management
• Manages
  procurement as per GAIN’s procurement policy and national standards, liaising
  with Country and HQ Finance
• Inputs payments to
  suppliers, based on approval and authorization by relevant approvers (Country
  and HQ).
• Coordinates
  delivery of goods from suppliers, manages records and keeps a fixed asset registry
  as per national requirements
• Ensures timely
  customs clearing and follow up with government offices
• Other duties as
  required by the Country Director

Detailed responsibilities/TOR will be sent by request. SKILLS & ATTRIBUTES

• Proactive with a
  commitment to quality and accuracy with close attention to detail.
• Strong
  interpersonal, organizational, communication and advocacy skills.
• Effective oral and
  written communication skills in an environment requiring diplomacy and good
  judgment in managing interactions with individuals at all levels inside and
  outside an organization.
• Able to
  prioritize, multi-task, and work well under pressure with frequent deadlines.
• Reliable and
  enjoys working in a multi-cultural, cross functional team with flexible and
  adaptable approach to work.
• Ability to work
  without close supervision.
• Computer literacy
  with good MS Excel, MS Word, Outlook, and Power Point skills.
• Fluent written and
  verbal English and Bahasa Indonesia – Business English competency required.
• Indonesian citizen and fluency in written and spoken Bahasa Indonesia
• Flexible and adaptable approach to work.

EXPERIENCE

• Minimum Diploma (D3) in
  administration or accounting or a suitable equivalent.

TO APPLY: Please
submit your CV with a cover letter in English explaining why you are
suitable for this job to [email protected] latest by 9 September
2016. Please put “CV: ADMIN
ASSISTANT” in the subject line of your email.