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Tuesday, April 26, 2016

Job Opening April 2016

Administrative Assistant
 
Location:
- Jakarta
 
 
Overview:
 
The Administrative Assistant will perform a range of administrative tasks and also acting as a Receptionist in Jhpiego’s Indonesia office, including answering phones, managing office inventory, general office support and work flow and assistance with special projects.
 
Responsibilities:
 
  • Answer telephone, take and relay messages
  • Managing the schedule for all office drivers
  • Organizing travel requests related records and documents
  • Providing and researching travel options and providing final itineraries
  • Booking flights, hotels, cars, trains and all other travel related activities
  • Making arrangement for accommodation and transportation to the staff or traveler during their travel schedule
  • Facilitating for the smooth and easy travelling of the staff
  • Setting up and maintaining vendor’s (travel agents) accounts
  • Managing and distributing general documentation and correspondence
  • Keep track on the use of office stationeries and keep the record in a proper file
  • Managing the use of meeting rooms
  • Manage mail and package delivery, including weekly International courier service to Jhpiego’s Head Office
  • Assist Procurement Officer in preparing PRs, contacting vendors and filling
  • Assist Procurement Officer in maintaining and updating the inventory list for Jakarta office
  • Assist Procurement Officer in collecting quotes, making bid analysis and recommendations for selecting Preferred Vendors
  • Updating staff contact list for all Jhpiego Indo office both in share folder and in excel format
  • Updating extension list for Jakarta office
  • Work closely with office helpers to keep the meeting room clean and ready to use
  • Tidy and maintain the reception area
  • Assist My Choice Program Manager in making flight bookings and hotel arrangements for all My Choice staff
  • Translating documents for My Choice program as requested
  • Arranging meetings and transportation for My Choice staff
  • Preparing PR and procurement assistance for My Choice program
  • Perform other duties as assigned
  • Workbased : Jakarta
 
 
Knowledge, Skills, and Abilities:
 
  • Graduate from secretarial or business studies
  • Minimum 2 years experience in office administration
  • Knowledge of administrative and clerical procedures
  • Able to work methodically, accurately and neatly
  • Good oral and written communication skills
  • Proficient in Microsoft Office Applications
  • Highly meticulous with excellent interpersonal, communication and organizational skills
  • Able to work in a fast-paced environment
  • Able to work as part of a team
 
 
 
Please e-mail cover letter, CV, and indicate the position of interest in the subject of your email.
Vacancy will be closed two weeks of this advertisement

Only short-listed applicants will be contacted

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