*JOB OPPORTUNITY WITH SILE/LLD PROJECT*

*1. INTRODUCTION*

The Project Supporting Islamic Leadership in Indonesia [(SILE/Local
Leadership for Development (LLD)], is co-funded by Global Affairs Canada
(GAC) and the Indonesian Ministry of Religious Affairs (MORA). The Canadian
component is implemented by a Canadian Consulting firm, Cowater
International. Its purpose is to build the capacity of selected State
Islamic Universities (UIN) and also of the Ministry of Religious Affairs to
effectively integrate democratic governance practices into their
strategies, programs and budgets to support university-based community
engagement.

*The Project is presently looking for a full**-**time Administrative
Assistant** in Surabaya*. The contract duration will be 8.5 months
including a probation period.

Please find below the Job Description and qualifications required.
Interested candidates should send their *CV with a Letter of Interest in
English (including three references) *to: jobs.sile.lld@gmail.com by *April
22**,** 2016**.*

*Only applicants from East Java will be considered.*

*Only complete application forms in English (including 3 references) will
be reviewed.*

*Only those selected for interviews will be contacted.*

*2. ADMINISTRATIVE ASSISTANT*

Position: Administrative Assistant (AA)

Reports to: Project Officer (Surabaya)

Location: SILE Project Field Office, UIN Sunan Ampel,
Surabaya

*Overall responsibilities*:

The Administrative Assistant reports to the Project Officer (PO). He/she
will provide assistance on administrative and logistic matters to the PO
and in close coordination with the Finance Assistant. The Administrative
Assistant will ensure that office systems and logistic support are
efficient, effective and dependable and in accordance to the Project
Procedures Manual.

*Specific responsibilities*:

– Assist in establishing and maintaining efficient administrative
systems including filing, IT systems, inventory and other related matters
– Coordinate with the Office Administrator in Jakarta to ensure
application of Project procedures for administrative and logistical
aspects
– Maintain good working relations with project partners (CSO, UIN
faculty members and staff) as well as Project Implementation Unit
and Project
team members/advisors
– Ensure duplication and/or distribution of Project reports, invitations
as per request from PO or from Jakarta office
– Provide necessary assistance in the organization of capacity
development activities (work sessions, seminars, short courses) in
Surabaya office in coordination with AA, PO and PIU
– Arrange for venue of Project activities (meetings, work sessions,
seminar, training sessions), meals, photocopy, invitation, meeting material
– Assist in the preparation of supporting documents for meetings, work
sessions, training, seminars, etc.
– Provide administrative support (preparation of letters, documents,
preparation of reports) for PO, Project advisors and short-term consultants
– Ensure logistic support (ticket reservation, hotel reservations,
transportation) to Project advisors (Canadian and Indonesian) and
short-term consultants
– Update and maintain Project activity and trainee database
– Provide assistance in the preparation of participants of capacity
development activities in Indonesia and outside of Indonesia (application
forms) such as scholarships, internships, conference, exposure visits,
courses, etc.
– Provide administrative support to PO and Organizing Committee during
the planning and delivery of the Annual University-Community Engagement
Conference
– Provide support for the implementation or monitoring of annual work
plan activities related to Project Components 100 and 200
– Assist, under the guidance of the PO, in procurement/purchasing of
goods and equipment according to Project Procedures Manual
– Ensure the proper maintenance of all project equipment, in particular
computers and the project vehicle.

– Assist in managing and coordinating general maintenance of the
Surabaya office premises including office space and furniture.
– Assist PO in coordinating the use of the project vehicle
– Provide assistance, when required, to the Finance Assistant

*3. **REQUIRED **Q**UALIFICA**T**IONS *

– Minimum Sarjana (S1)

– Experience (minimum 7 years) in administrative and logistic aspects

– Experience working in the context of project preferably in higher
education sector

– Strong Indonesian language communication and *a very good command
of spoken and written English*

– Advanced skills with computer software such as Excel, Word, etc.

– Experience working in Surabaya is an advantage

– Experience with competitive analysis and overall procurement
procedures

– Experience managing office petty cash

– Ability to work well with a team from different backgrounds

*All qualified candidates are encouraged to apply. Gender equity and
social inclusion is a high priority for this **P**rojec**t**.*