Administrative Assistant vacancy

JOB OPPORTUNITY WITH SILE/LLD PROJECT

1. INTRODUCTION

The Project Supporting Islamic Leadership in Indonesia (SILE/Local
Leadership for Development (LLD), funded by the Canadian International
Development Agency (CIDA) and executed by a Canadian Consulting firm, is to
build the capacity of a) selected State Islamic University (UIN) and State
Islamic Institute (IAIN) in their outreach functions with local communities and
b) the Ministry of Religious Affairs to effectively integrate democratic governance
practices in their strategies, programs and budgets to support university-based
community outreach.


The Project is presently looking for a full time Administrative Assistant,
one to be located in Makassar and the other in Surabaya.  The contract duration will be 2 years plus a
probation period.  Please find below the
Job Description and qualifications required.  The candidates interested to apply should send their CV in English with
a Letter of interest in English to:  jobs.sile.lld@gmail.com before February
8, 2013. Please indicate in the covering letter if interested in the position
in Makassar or in Surabaya. Only those selected for interviews will be
contacted.

2. ADMINISTRATIVE ASSISTANT

Position:                      Administrative Assistant
(AA)
Reports to:                  Project Officer (Makassar or
Surabaya)
Location:                     Makassar or Surabaya

Overall responsibilities:

The Administrative Assistant reports to the
Project Officer (PO).  He/she will
provide assistance on administrative and logistic matters to the PO and in
close coordination with the Finance Assistant.  The Administrative Assistant will ensure that office systems and logistic
support is efficient, effective and dependable and in accordance to the Project
Procedures Manual.

Specific responsibilities:

* Assist in establishing and maintaining efficient administrative systems including filing, IT systems, inventory and other related matters
* Coordinate with the Office Administrator in Jakarta to ensure application of Project procedures for administrativeand logistical aspects
* Maintain good working relations with project partners (UIN/IAIN faculty members and staff) as well as PIUand Project team members/advisors
* Ensure duplication and/or distribution of Project reports, invitations as per request from PO or from Jakarta office
* Provide necessary assistance in the organization of CD activities (work sessions, seminars, short courses) in Makassar/Surabaya office in coordination with AA, PO and PIU
* Arrange for venue of Project activities (meetings, work sessions, seminar, training sessions), meals, photocopy, invitation, meeting material

* Assist in the preparation of supporting documents for meetings, work sessions, training, seminars, etc.
* Provide administrative support (preparation of letters, documents, preparation of reports) for PO, Project advisors and short-term consultants
* Ensure logistic support (ticket reservation, hotel reservations, transportation) to Project advisors(Canadian and Indonesian) and short-term consultants
* Provide assistance in the preparation of participants of capacity developmentactivities in Indonesia and outside of Indonesia (application forms)such as scholarships, internships, conference, exposure visits, courses, etc.
* Provide support for the implementation or monitoring of annual work planactivitiesrelated to Project Components 100 and 200
* Assist, under the guidance of the PO, in procurement/purchasing of goods and equipment according to Project Procedures Manual
* Ensure the proper maintenance of all project equipment, in particular computers and the project vehicle.
* Assist in managing and coordinating general maintenance of the Makassar or Surabaya office premises including office space and furniture.
* Assist POin coordinating the use of the project vehicle
* Provide assistance, when required, to the Finance Assistant

3. QUALIFICATIONS
REQUIRED

-       Minimum Sarjana (S1)
-       Experience(minimum 10 years) in administrative and
logistic aspects
-       Experience working in the context of project
preferably in higher education sector
-       Strong Indonesian language communication and a very
good command of spoken and written English
-       Familiar with computer software such as Excel, Word, etc.
-       Experience working in Surabaya or Makassar is an advantage
-       Ability to work well with team from different
background

All qualified candidates are encouraged to apply.  Gender equity and social inclusion is a high
priority for this Project