Vacancy at US-Indonesia Society - Operations Associate Position

The U.S.–Indonesia Society (USINDO), Jakarta Office, is seeking a qualified Operations Associate to contribute to its mission and goals.  The mission of the United States-Indonesia Society is to expand mutual understanding in the areas of politics, economics, history, culture, and to strengthen the bilateral relationship. Deadline: June 5^th, 2018

Duties:

1.     Office Logistics and Administrative Support:

·         Plan, coordinate, and provide logistic support for all events, meetings and business travel ensuring that all arrangements are complete and of high standard. 

Includes dealing with vendors and hotels, analyzing best value from vendors, arranging event venues, hotel, airline, and transport reservations, arranging local transport, flights, providing meeting/seminar materials and equipment.

·         Perform as an event coordinator for all USINDO events.

Includes managing event logistics from start to finish, e.g. invitation mailings, keeping track of rsvp’s,  liaison with hotel rep, arranging signage, sign-in lists, VIP seating, table seating,  arranging note-taking and photography,  assisting Country Representative in dealing with cooperating organizations.

·         Prepare internal and external letters or other correspondence; schedule meetings and business trips for President and USINDO Representative. 

·         Pro-actively ensure that USINDO Jakarta office operations run smoothly, effectively and efficiently. 

Includes dealing with internet, phone, building management, printer and computer, office supplies, in anticipatory manner.     

·         Maintain organized filing system for all of USINDO’s correspondence, as well as program and related documents.

·         Maintain USINDO database system, including both data inputs and the proper functioning of the equipment and software (through vendors). 

·         Maintain work, leave, sick leave records of USINDO Jakarta’s staff and interns.

·         Perform other administrative and support duties as directed by Jakarta Representative.

2.     Office/Accounting Assistant

Responsibility to ensure Jakarta Office’s accounting records are documented and prepare monthly accounting reports to DC Office in a timely and accurately manner.  This includes:

·         Prepare monthly and weekly expense report to DC headquarters (expenses log, bank statements, petty cash)

·         Account and maintain petty cash records and prepare monthly petty cash report.

·         Pay routine office bills (including taxes, employees’ social security, etc) and non-routine bills.

·         Prepare monthly cash request and report actual cash disbursement for previous month.

·         Scan supporting financial documents i.e. invoices, receipts, transfers to submit to DC headquarters.

3.     Program Management:

·         Assist Country Representative in developing and conducting program/projects.

·         Create accurate budget estimations for upcoming USINDO programs. 

·         Draft grant proposals for USINDO programs to prospective foundations and other relevant donors.

Qualifications Sought

-       Bachelor’s degree or higher in relevant field. However, persons within one year of obtaining their Bachelor’s degree and can work full time are eligible to apply;

-       Indonesian citizen.

-       Available for a minimum of 1.5 years, subject to satisfactory performance; 

-       Have previous relevant work and internship experience

-       Strong written and verbal communication skills in English;

-       Ability to multi-task, set priorities, and meet deadlines; 

-       Ability to work in fast-pace work environment

-       Excellent planning and organizational skills, high efficiency level, a flexible attitude and eye for detail;

-       Professionalism;

-       Strong initiative, hard-working, willingness to perform a variety of duties;

-       Experience in handling and communicating with Senior Officials from Ministries, Senior Management from Corporates, other VIPs;

-       Strong inter-personal skills; 

-       Ability to exercise initiative and good judgment in the performance of complex and difficult duties;

-       Ability to exercise responsibility and leadership, while operating in a small team setting;

-       Proficiency in Microsoft Office applications, particularly with MS Outlook, MS Word, MS Excel, and MS Power Point.

-       Basic graphic design skills and photoshop is desirable.

-       Accounting coursework is desirable but not compulsory;

-       Interest in Indonesia and U..S.-Indonesia relations;

Salary will be determined based on qualifications.

Interested applicants should submit a cover letter written in English expressing interest in the position, a resume including salary history and current salary expectations, and three references as soon as possible, by June 5^th, unless extended. The application should be submitted to hmargaretha@usindo.org.