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 Even 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.

   2.    
ACCOUNTING
AND GRANT ASSISTANT
The Accounting and Grant Assistant will report
directly to J-PAL SEA’s Finance & Administration Manager based in Jakarta and
will be responsible for performing a range of finance and accounting tasks to
support efficient and accountability of finance.
 
Responsibilities include (but are not limited
to):
 
Finance
and Accounting

1. Review
   all finance documents such as travel expense claim, reimbursement, advances,
   advance reconciliation, invoices from vendors or third parties
2. Ensure
   all finance supporting documents are complete and in line with the J-PAL SEA’s finance
   policies
3. Prepare
   finance vouchers  for all payment and
   request an approval from the Executive Director and the LPEM FEB UI’s Finance
   and Admin Head
4. Enter
   all transactions into excel sheet finance template. This includes ensuring the
   correct journal, account code and charging for each transaction.
5. Upload
   all transaction into accounting system (Intacct)
6. Maintain
   the advance status for all staff and remind staff to submit their
   reconciliation in timely manner
7. Prepare
   and Check all journal reclassification and adjustment and prepare the general
   journal voucher for all transactions as needed
8.  Assist

   the Finance and Administration Manager on audit purpose

 Procurement

1. In
   coordination with the Admin and Executive Assistant to prepare Purchase Order
   (PO) and make sure all supporting documents are complete
2. Request
   an approval for PO from the Executive Director and send it back to the
   Administrative Assistant
3. Maintain
   the approved Purchase Order which will be pre-numbered for documentations

 
Grant
Management

1. Assist
   Finance and Administration Manager to maintain grant database. This includes
   creating and updating grant database sheet for each projects
2. Inform
   the Executive Management Team the up to date status of grant or sub-award
   including the grant deliverables tracking
3. Setting
   up invoicing schedules for all projects and preparing an invoice to donor for
   disbursement and monitor the grant’s payment

 
Qualifications:

• Minimum Diploma Degree in financial management
  and accounting or relevant studies. Bachelor Degree are also encouraged to
  apply.
• Prior experience working as Accountant or Finance
  and Grant staff for a research institution or international non-government organization.
• Experience in accounting and grant management system
  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 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 [email protected]
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-asia

Salam,

Efendi Siahaan