Background
Country                       : Indonesia
Start Date                    : ASAP
Length of Commitment  : One years (possibility of extension)
Education                    : Minimum Diploma or Bachelor Degree
Organization                 : J-PAL Southeast Asia at UI Salemba
Language Requirement  : English & Indonesian
 
Position
Description
The
Abdul Latif Jameel Poverty Action Lab is
globally headquartered within the Economics Department at MIT. J-PAL
Southeast
Asia is one six independent regional offices based around the world
hosted at
local universities. J-PAL is a pioneer of using randomized evaluations
to
answer critical policy questions in the fight against poverty. J-PAL
Southeast
Asia, based at the Institute for Economic and Social Research, Faculty
of Economic and Business at the University of Indonesia (LPEM-FEBUI)
seeks a
qualified applicant for some positions to support the activities in a
vibrant
organization undertaking cutting-edge development research.
 1.    
ADMIN
AND EXECUTIVE ASSISTANT
The Admin and Executive Assistant will report
directly to J-PAL SEA’s Finance & Administration Manager based in Jakarta
and will work closely with the Executive Management teams.
 
The Admin and Executive 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):
 
Administration,
Travel and Event Coordination

1. Maintain
   a central filing system, inventory of office supplies and asset, and oversee
   the maintenance of the office equipment and its facilities.
2. Responsible
   for filling all letters IN or OUT which are produced by staff and maintaining
   the per-numbered of all letters
3. Provide
   administrative support related to scheduling and arranging logistics for
   meetings, training and events. These include managing the events and preparing
   necessary materials.
4. Liaise
   with travel agent and assist all staff to prepare travel arrangements such as
   flights and lodging for either domestic or international travel.

 
Program
Support

1. Assist
   the Executive Management team on managing their calendars and meeting

   schedules.

2.  Assist

   the Executive team to prepare meeting notes and its documentation

3.  Assist
   policy team on media tracking
4.  As in charge
   on policy publication. This includes translation of policy brief and other
   documents in both Indonesia and English.

 
Procurement

1. Support

   procurement processes in line with J-PAL SEA policies and procedures

2. Make
   sure that all Purchase Request (PR) have been approved by the designated person
   and maintain the Purchase Request (PR) which will pre-numbered for
   documentation
3. Obtaining
   cost quotes for goods or services when necessary and preparing bid analysis
4. Leading
   the bidding committee depend on the procurement method and category
5. Dealing
   with the third party in order to get the best price for any purchases and
   contracts.
6. Maintain
   all contracts/agreements with the third parties such as hotel corporate
   agreement and travel agent.

 
Human
Resources

1. Maintain
   the Human Resource (HR) database and update it routinely
2. Responsible

   for filling all documents related to the staff such as Human Subject
   certificate, IRB certificate, copy of ID card and passport, copy of bank
   account, NPWP, and emergency contact form. This includes monthly time sheets
   for all staff, leave forms and tracking the leave balances regularly.

3. Maintain
   the New Hired Form for all staff
4. Responsible
   for maintaining all information related to the insurance provider as a contact
   person for all staff. This includes registering the new staff for their
   insurance as well as distributing the insurance forms that staff need
5. Maintain
   AEA registration for all projects
6. Responsible

   for managing contact in Salesforce. Keep the contact details are up to date

 
Qualifications:

• Minimum Diploma Degree in administration, management
  or relevant studies. Bachelor Degree are also encouraged to apply.
• Prior experience working as Admin or Secretary for
  a research institution or international organization.
• Experience in office administration and
  procurement preferably for projects funded by International donor such as DFAT
  or USAID.
• Language:
  High-level of proficiency (fluent or native). Ability to write and speak
  fluently in Bahasa Indonesia and English. Experience on written English
• Experience in filing and cataloging/organizing
  various types of materials.
•  Ability to effectively organize, prioritize
  work assignments, multi-task, and work well under pressure
• Strong ability to manage a time-sensitive
  workflow while maintaining absolute accuracy with details
•  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 establish and maintain working

  relationships with supervisor and other staff

• High proficiency in Microsoft Excel, Word and
  PowerPoint.

How to Apply:
Please send an email before March 31, 2016 to jpalseajobs@povertyactionlab.org
and esiahaan@povertyactionlab.org
following these instructions exactly:
 
Use the following as the email subject line: “J-PAL SEA, your name, and position you
apply” 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.
 
Incomplete applications will not be
reviewed.  Shortlisted applicants will be
contacted for interviews.
 
 
http://www.povertyactionlab.org/southeast-asiaSalam,

Efendi Siahaan