IUWASH Job Vacancy: Administra​tive Assistant based in Surabaya (AAS)

The Indonesia Urban Water Sanitation and Hygiene (USAID IUWASH) project is a sixty-month program funded by the United States Agency for InternationalDevelopment (USAID) and implemented under the leadership of DAI. IUWASH workswith government, the private sector, NGOs, community groups and otherstakeholders to improve access to safe water supply and sanitation inIndonesia’s urban areas. The overall goal of IUWASH is to  assist the Governmentof Indonesia (GOI) in making significant progress in achieving its safe water and sanitation Millennium Development Goal (MDG) targets by expanding access tothese services. The expected results to be achieved are: 2 million people in urban areas gain access to improved water supply; 200,000 people in urban areas gain access to improved sanitation facilities; and the per unit water cost paidby the poor in targeted areas decreases by at least 20%. To achieve the above,assistance provided by theproject is divided under three main technical components, including:

·         Mobilizing demand for water supply and sanitationservice delivery;
·         Improving and expanding capacity for water andsanitation service delivery; and
·         Strengthening policy and the financial enablingenvironment for improved water supply and sanitation service delivery.

Based in the IUWASH East Java office in Surabaya, the Administrative Assistant will work primarily on supporting general Administration with the following responsibilities ;

Communications Management

·         Conduct routine secretarial duties including typing and filing of documents and reports, as assigned.
·         Handle calls, mail, and electronic communications.
·         Route messages and information to appropriate individuals, paying particular attention to channeling communications to other project offices.
·         Assist in the production of reports and documents.
·         Liaise with key counterparts, administrative departments, other donors regarding permits, copies of reports and other communications.

Information Management

·         Observe office filing systems; maintain library resources; take, prepare, and distribute minutes from meetings.
·         Track correspondence, and maintaining Office files.
·         Coordinate the distribution of letters, reports and publications to other agencies.
·         In close coordination with Administrative and Procurement teams, assist the procurement process as needed or directed by the Office manager in absence of Procurement and Grant Assistant, assist Office Manager in the inventory management and financial processes for respective components and teams.

Translation& Interpreter Duties

·         Provide written translation of documents as needed.
·         Serve as interpreter for seminars, training and meetings in the region.
·         Coordinate other translators as needed; work as a team with other translators as needed to handle large-scale translating and editing of documents.
·         Meeting, Travel, and Schedule Management
·         Help manage the professional staff calendar of the staff.
·         Schedule and prepare materials for meetings.
·         Make travel arrangements.
·         Maintain office, staff, meeting, travel, and other schedules, as assigned.
·         Assist in setting up and coordinating meetings and other events.
·         Assist in travel arrangements of other staff, as assigned.

Financial Management

·         Assist the staff of the regional offices with timely submission of timesheets, travel vouchers, completion of cost tracking as needed, and other financial management tasks tied to the national office and regional activities.
·         Facilitate tracking of budgets, expenses and receipts for project events.

Conference and Workshop Coordination

·         Coordinate as needed with the USAID IUWASH main office conferences, workshops and training.
·         Communications Management – Handle calls, mail, and electronic communications; compose and type correspondence; and interface as appropriate to parties passing through or using the project office.  In addition, route messages and information to appropriate individuals, paying particular attention to channeling communications to other project offices.

Office Operations

·         Manage, distribute and coordinate the replenishment of office supplies.
·         Filling for office manager, receptionist or Procurement and Grants Assistant  during periods of absence.
·         Assist with tasks as assigned by Office Manager and Regional Coordinator.

REPORTING

The Administrative Assistant will be based in Regional Field Office, S/he will report to Regional Office Manager as the Primary Supervisor and to the Regional Coordinator as the secondary supervisor.

QUALIFICATIONS

Bachelor degree in an applicable field and a minimum of five years within
an administrative role of donor funded project.  Excellent communication skills both in English and Bahasa Indonesia, as well as good computer skills , including Microsoft office suite, internet, and database management are required. Experience with USAID programs highly desirable.

APPLICATION SEND

Please send a cover letter  and complete curriculum vitae stated 3referees  to IUWASH.recruitment@gmail.com by February 3rd, 2012. Please include the name of the position and location you are applying for in the title of the email. Only short-listed candidates will be notified.