USAID IUWASH Job Vacancy : Administrative Assistant (AA-CJ)

The Indonesia Urban Water Sanitation and Hygiene (IUWASH) project is a
sixty-month program funded by the United States Agency for International
Development (USAID) and implemented under the leadership of DAI. IUWASH
works with government, the private sector, NGOs, community groups and other
stakeholders to improve access to safe water supply and sanitation in
Indonesia’s urban areas. The overall goal of IUWASH is to assist the
Government of Indonesia (GOI) in making significant progress in achieving
its safe water and sanitation Millennium Development Goal (MDG) targets by
expanding access to these services. The expected results to be achieved
are: 2 million people in urban areas gain access to improved water supply;
200,000 people in urban areas gain access to improved sanitation
facilities; and the per unit water cost paid by the poor in targeted areas
decreases by at least 20%.


To achieve the above, assistance provided by the project is divided under
three main technical components, including:

1. Mobilizing demand for water supply and sanitation service delivery;

2. Improving and expanding capacity for water and sanitation service
delivery; and
3. Strengthening policy and the financial enabling environment for improved
water supply and sanitation service delivery.



IUWASH will apply different approaches and interventions with its local
partners, such as local Water utilities, local and national government
institutions, NGOs and communities to address water, sanitation and
hygiene. To achieve these objectives IUWASH regional offices need high
caliber incumbent to fill the positions of  Administrative Assistant based
in Central Java Office, Semarang (code : AA-CJ)



RESPONSIBILITIES:

The Administrative Assistant is responsible for administrative duties to
support both office operational administration and secretarial duties for
technical activities and doing this through conducting routine secretarial
duties, manage front office by arrange incoming/outgoing phone,  liaise
with counterpart administrative departments, assist with preparing official
communication to project counterparts and clients, maintain files,
coordinate the distribution of official documents, and arrange meetings and
travel.  On the operational side, the administrative assistant will
maintain office supplies and regularly update the stock and submit
requisitions for office equipment as needed.

*Communications Management*

·         Conduct routine secretarial duties including typing and filing of
documents and reports, as assigned.

·         Handle incoming/outgoing calls, mail, and electronic
communications.

·         Route messages and information to appropriate individuals, paying
particular attention to channeling communications to other project offices.

·         Manage front office

·         Assist in the production of reports and documents.

·         Liaise with key counter parts, administrative departments, other
donors regarding permits, copies of reports and other communications.

*Information Management*

·         Observe office filing systems; maintain library resources; take,
prepare, and distribute minutes from meetings.

·         Track correspondence, and maintaining Office files.

·         Coordinate the distribution of letters, reports and publications
to other agencies.

·         In close coordination with Administrative and Procurement teams,
assist the procurement process as needed or directed by the Office manager
in absence of Procurement and Grant Assistant, assist Office Manager in the
inventory management and financial processes for respective components and
teams.

*Translation& Interpreter Duties*

·         Provide written translation of documents as needed.

·         Serve as interpreter for seminars, training and meetings in the
region.

·         Coordinate other translators as needed; work as a team with other
translators as needed to handle large-scale translating and editing of
documents.

·         Meeting, Travel, and Schedule Management

·         Help manage the professional staff calendar of the staff.

·         Schedule and prepare materials for meetings.

·         Make travel arrangements.

·         Maintain office, staff, meeting, travel, and other schedules, as
assigned.

·         Assist in setting up and coordinating meetings and other events.

·         Assist in travel arrangements of other staff, as assigned.



*Financial Management*

·         Assist the staff of the regional offices with timely submission
of timesheets, travel vouchers, completion of cost tracking as needed, and
other financial management tasks tied to the national office and regional
activities.

·         Facilitate tracking of budgets, expenses and receipts for project
events.



*Conference and Workshop Coordination*

·         Coordinate as needed with the USAID IUWASH main office
conferences, workshops and training.

*Office Operations*

·         Manage , distribute and coordinate the replenishment of office
supplies.

·         Filling for office manager, receptionist or Procurement and
Grants Assistant during periods of absence.

·         Assist with tasks as assigned by Office Manager and Regional
Coordinator.



REPORTING

The Administrative Assistant/Receptionist will be based in Semarang
Office/Regional Office, S/he will report to Regional Office Manager as the
Primary Supervisor and to the Regional Coordinator as the secondary
supervisor.



QUALIFICATION

·         Diploma/Bachelor degree in Administration, preferably five years’
experience as administrative role of donor funded project.  Experience with
USAID programs highly desirable.

·         Excellent communication skills both in English and Bahasa
Indonesia,

·         Good computer skills, including Microsoft office suite, internet,
and database management are required.

·         Willingness to learn various thing



*APPLICATION SEND *

Interested applicants are invited to send a complete application with 3
references to IUWASH.recruitment@gmail.com by January 31, 2013 at 05.00 PM
Jakarta time. Please write “AA-CJ” in the subject line of the email. We
regret that we are unable to acknowledge receipt of all applications and
only shortlisted candidates will be notified.