Vacancy Announcement: Office Assistant (Jakarta based)

Tetra Tech ARD is currently accepting expressions of interest for the Office
Assistant (Jakarta based) on our USAID Indonesia Forestry and Climate
Support Project (USAID IFACS).

USAID IFACS seeks to reduce the threats of deforestation and climate change,
and help the Government of Indonesia (GOI) conserve the country's tropical
forests, wildlife, and ecosystem processes (including carbon sequestration).

JOB SUMMARY:

Under the direct supervision of the Administrative/Human Resources Officer,
the Office Assistant will be responsible for ensuring a clear and effective
communication, receiving guests and directing them to the individuals they
need, receipt of documents and mail from outside, distribution of the
received mail to the concerned individuals. The Office Assistant will be
responsible for handling all travel and hotel arrangements. In addition
he/she will replace the function of Administrative Assistant and Project
Assistant if needed. This person will also fulfill other tasks as assigned
by the supervisor.

MAIN RESPONSIBILITIES AND TASKS:

1. Greet visitors at the reception area and notify concerned staff the
presence of visitor.

2. Take proper message for the person when she/he is not available.

3. Receive all documents/mail from outside and distribute to the
concerned offices and individuals.

4. Shipping documents/mail to regional offices/overseas/city courier
or others as required.

5. Reserve flight and hotel arrangements for Jakarta staff, consultant
and Regional (if needed).

6. Procure stationery and handle pantry supplies for Jakarta office.

7. Ensure the transportation for Jakarta staff and consultant are
available either by project car or taxi voucher.

8. Supervise driver and responsible for his/her overtime and all fleet
administration, including administration in renewal the STNK.

9. Maintain and update regularly the USAID IFACS Contact List and
Emergency Contact Rosters.

10. Maintain the administration files to ensure that all correspondences
and documents are filed properly.

11. Coordinate with Procurement Officer and IT Unit in ensuring the
maintenance and repair of office equipment such as facsimiles, photocopy
machines, fixed lines and mobile phones.

12. Coordinate with Operation Manager in becoming a liaison between office
leased/residences landlords and coordinate with Administrative Officer at
Regional Offices for agreements and maintenance that needed.

13. Any other identical task assigned by the respective supervisor.

QUALIFICATIONS:

1. A graduate degree in secretarial academy or related discipline.

2. Minimum of 3 year experience in an equivalent position with a USAID
funded project or other international donor projects.

3. Able to communicate fluently and effectively.

4. Excellent interpersonal skills, including patience, diplomacy,
willingness to listen and respect for colleagues.

5. Must be capable of working both individually and as part of a team.

6. Must also be able to create a supportive working relationship among
all project teams.

7. Native fluency in spoken and written Indonesian.

8. Professional competency in spoken and written English.

9. Ability to engage in activities occurring in multiple field sites
with multiple stakeholders across Indonesia.

10. Willingness to travel extensively in Indonesia.

Please submit your recent CV as of 7 April 2013 (the latest) with subject
Office Assistant (Jakarta based) to: recruitment@ifacs.or.id

Tetra Tech ARD is an equal opportunity employer.