Vacancy Announcement at Peace Corps Indonesia General Admin Assistant

The United States Peace Corps program in Indonesia is currently open recruitment for qualified and motivated candidate for position in Surabaya.

Position:                        General Admin Assistant (GAA)

Division/ Department:           Management and Operations

Salary:                                  Depend on Salary history, the minimum annual basic salary is IDR 117,142,766

Location:                               Surabaya, East Java, Indonesia

Reports To:                           Director of Management and Operations

STATEMENT OF WORK

 GENERAL DESCRIPTION                                                                                                         

Under the supervision of the Director of Management and Operations (DMO), the General Admin Assistant will provide administrative support to the Admin team. Acts as Time Keeper to ensure the recording of staff attendances, and assists with communications with the health insurance company on related issue. The General Admin Assistant works with the FA, AA, CA and GSM as part of the Management and Operations Unit (M&O).

 ROLES AND RESPONSIBILITIES                                                                                             

ADMINISTRATION

• Makes flight and hotel reservations for staff on official business and official PCT/PCV international travel and enters into database.
• Serves as the point of contact with travel agencies and obtains quotes and/or tickets for Staff.
• Maintains numbering system for all Peace Corps Indonesia correspondence that is used by all staff.
• Makes hotel reservations/ lodging arrangements for PCVs staying in Surabaya in regard to any event exclude conference related lodging.
• Monitors all outbound mail, TIKI, FedEx, and other mail and courier deliveries and resolves any issues related to non-delivery and coordinates weekly mailings to PCVs with VESC..

 

FINANCE

• Prepares international Travel Authorizations for Staff, and works with Finance Analyst to identify funding codes
• Coordinates payment of utility bills for the USDH residences and the office.
• Serves as a cardholder of USG Travel Card. Liaise with vendor to pay goods and services received and maintain complete purchase file.
• Enter actual expense in excel tracking sheets for Travel, Travel Plan, health insurance and regular/ quarterly expense.

 

HUMAN RESOURCES

• Serve as a time-keeper to ensure the attendances is recorded including the staff annual balance summary, to prepare and record the sign-in sheet, and to establish and maintain time record filling
• Assists with communications with the health insurance company, assisting staff with the processing of their claims
• Assist Human Resource Specialist for hiring process, including posting the job vacancy, maintain applicant list, interview scheduling, etc

OTHER

• Serves as backup to the Human Resource Specialist and AA (coordinating event venue), as needed
• Serves as backup to VESC to records PCVs leave request, monitors PCVs leave balance and inform PCV of leave request approval. Ensure the leave forms are filed in PCV’s personal file once they are correctly processed.
• Serves as back up for “out of community” information from PCVs and records it in the system.
• Performs other duties as assigned by DMO.
• TDY Travel: The Contractor is subject to worldwide availability and may be requested by the Peace Corps to be reassigned or transferred permanently to another Peace Corps
• Post/Headquarters or perform temporary duties (TDY) as required and to travel to other assignments within Peace Corps’ as assigned. Any such reassignment or transfer shall be subject to agreement of the Contractor. The Statement of Work as defined will remain the same; however the duties may be subject to change as determined by the Contracting Officer.
• Will fill in for other areas of the Management and Operations team as required
• All other duties as assigned by DMO, GSM, HRS, FA

 QUALIFICATIONS                                                                                                                       

▪        Related Working Experience:

-          At least three years of professional working experience, preferably with an international organization

-          Previous working experience in handling general administration, lodging and ticketing arrangement, and secretarial duties.

▪        Languages: Fluent in Bahasa Indonesia and English

▪        Knowledge, Skills, Ability:

-          Ability to interact pleasantly and respectfully with all guests, while upholding safety, security, and visitor policies.

-          Ability to use computer and Microsoft suite of applications.

-          Ability to multitask while maintaining good organization.

-          Good communication and interpersonal skill

-          Ability to work independently and as a team member

▪        Education: Completion of secondary education at minimum. University/college degree strongly preferred.

How to Apply

Please submit your Application Letter and CV in English by email as one PDF file to id- jobs@id.peacecorps.gov on or before Thursday, July 13^th 2018 at 12.00PM local Surabaya time.

   Please indicate “General Admin Assistant” in the subject line of the email.