Vacancy : Administration Coordinator

IFES is an international, nonprofit organization that supports the building of democratic societies. IFES promotes democratic stability by providing technical assistance and applying field-based research to the electoral cycle in countries around the world to enhance citizen participation and strengthen civil societies, governance and transparency. Founded in 1987 as a nonpartisan, nonprofit organization, IFES has developed and implemented comprehensive, collaborative democracy solutions in more than 120 countries. Currently we are seeking for Administration Coordinator (IFES Grade: Assistant) to help project implementation in IFES Indonesia. 

Scope of Work:

• Provide administrative support to the office;
• Responsible for the daily execution of receptionist and telephone services. Maintenance of an overall good flow of incoming and outgoing communication;
• Courtesy and assistance to visitors;
• Facilitate the flow of information/communication between the Chief of Party and other staff within and outside the office;
• Manage IFES Indonesia’s office filing system, publications, picture library, contact list and other related information;
• Undertake logistical and administrative arrangements for meetings, events, workshops and field monitoring visits organized by the office; take minutes and/or notes, as required;
• Make travel arrangements for International experts and local staff, prepare required travel requisitions; Arrange hotel accommodations and other related logistics;
• Manage calendars and schedule of appointments and meetings;
• Assisting procurement in conducting market survey for regularly purchased items to ensure cost effectiveness;
• Establish and maintain comprehensive inventory of all equipment to include signing out of valuable equipment to staff;
• Assist and monitoring drivers’ schedule;
• Responsible for any other clerical duties;
• Undertake other tasks as may be assigned.

Requirements:

• A minimum of 2 years’ experience performing administration functions in a comparable setting;
• Excellent interpersonal and organizational skills;
• Proven ability to manage schedules and organize travel;
• Excellent attention to detail and ability to follow organization’s regulations and supervisor instruction;
• Possess general knowledge about election in Indonesia;
• Fluency in English and Bahasa Indonesia, both written and oral;
• A high level of self-motivation and ability to work autonomously within a fast-paced environment;
• Previous experience in working on formal procedures is an advantage;

Interested candidates may send their application to:

vacancy@ifesindonesia.org 

latest by 6 April 2018

Only shortlisted candidates will be contacted.

No phone inquiries.