Country : Indonesia
Start Date : ASAP
Length of Commitment : Two years
Education : Minimum Diploma or Bachelor Degree
Organization : J-PAL Southeast Asia at UI Salemba
Language Requirement : English & Indonesian
Job
Description
J-PAL Southeast Asia (J-PAL SEA), based at the
Institute for Economic and Social Research at the University of Indonesia
(LPEM-FEUI)
seeks a qualified applicant for the position of Administrative Assistant
to support the activities in a vibrant organization undertaking cutting-edge
development research.
The Administrative Assistant will
report directly to J-PAL SEA’s Finance & Administration Manager based in
Jakarta and will work with the Sr. Management teams.
The Administrative 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):
1. Provide administrative
support related to scheduling and arranging logistics for meetings, trainings
and events. These include managing and preparing necessary materials.
2. Liaise with travel agent
and assist all staff to prepare travel arrangements such as flights and lodging
for either domestic or international travel.
3. Maintain a central
filing system, inventory of office supplies and assets, and oversee the
maintenance of the office and its facilities
4. Support procurement
processes in line with J-PAL SEA policies and procedures including obtaining
cost quotes for goods or services when necessary
5. Filing HR documents such
as monthly time sheets for all staff, leave forms and tracking the leave
balances regularly.
6. Assist in ensuring that
appropriate letter-heads, logos, and paper types are used for different levels
of correspondences and are in line with J-PAL SEA and Donor trademark
requirements.
7. Maintain cordial and
responsive written and verbal communication to both external and internal J-PAL
SEA's partners for program and administrative matters.
8.
At times, The Admin Assistant may be requested to translate
documents such as letters and brochures, in both Indonesia and English as well
as draft format letters.
9. Assist the
Sr. Management team to arrange their meeting schedules.
Mandatory Qualifications:
-
Minimum
Diploma Degree in administration and or relevant studies. Bachelor Degree are
also encouraged to apply.
-
Prior
experience working as Admin for a research institution or international
organization.
-
Ability to write and speak fluently in Bahasa Indonesia and
English.
-
Experience in filing and cataloging/organizing various types of
materials.
-
Minimum 2 years’ experience in office administration and
procurement preferably for projects funded by International donor such as DFAT
or USAID.
-
Ability to effectively organize, prioritize work assignments, multi-task,
and work well under pressure
-
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 to jpalseajobs@povertyactionlab. org and esiahaan@povertyactionlab.org following these instructions
exactly:
- Use the following as the email subject line: “J-PAL SEA, Administrative Assistant.” 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.
- Please attach on CV your history salary from 2 last professional works and salary expectation on this position.
This vacancy will remain open until filled.
Efendi Siahaan
The Abdul Latif Jameel Poverty Action Lab
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