Start Date: 1 December 2015
Length of Commitment: 3 months (with possibility of extension)
Education: Minimum Diploma or Bachelor Degree
Organization: J-PAL Southeast Asia at UI Salemba
Language Requirement: English & Indonesian
J-PAL Southeast Asia (J-PAL SEA), based at the Institute for Economic and Social Research at the University of Indonesia (LPEM-FEBUI) seeks a qualified applicant for the position of Temporary Administrative Assistant to support the activities in a vibrant organization undertaking cutting-edge development research.
The Temporary Administrative Assistant will report directly to J-PAL SEA’s Finance & Administration Manager based in Jakarta and will work with the Sr. Management teams.
The Temporary Administrative Assistant will be responsible for performing a range of administrative tasks to support efficient office operations. These include, but not are limited to: managing meeting schedules and logistics, arranging staff travel, general office support and work flow as well as communication and information management.
Responsibilities include (but are not limited to):
- Provide administrative support related to scheduling and arranging logistics for meetings, trainings and events. These include managing and preparing necessary materials.
- Liaise with travel agent and assist all staff to prepare travel arrangements such as flights and lodging for either domestic or international travel.
- Maintain a central filing system, inventory of office supplies and assets, and oversee the maintenance of the office and its facilities
- Support procurement processes in line with J-PAL SEA policies and procedures including obtaining cost quotes for goods or services when necessary
- Filing HR documents such as monthly time sheets for all staff, leave forms and tracking the leave balances regularly.
- Assist in ensuring that appropriate letter-heads, logos, and paper types are used for different levels of correspondences and are in line with J-PAL SEA and Donor trademark requirements.
- Maintain cordial and responsive written and verbal communication to both external and internal J-PAL SEA's partners for program and administrative matters.
- At times, The Admin Assistant may be requested to translate documents such as letters and brochures, in both Indonesia and English as well as draft format letters.
- Assist the Sr. Management team to arrange their meeting schedules.
- Minimum Diploma Degree in administration and or relevant studies. Bachelor Degree are also encouraged to apply.
- Prior experience working as Admin for a research institution or international organization.
- Ability to write and speak fluently in Bahasa Indonesia and English.
- Experience in filing and cataloging/organizing various types of materials.
- Minimum 2 years’ experience in office administration and procurement preferably for projects funded by International donor such as DFAT or USAID.
- Ability to effectively organize, prioritize work assignments, multi-task, and work well under pressure .
- Ability to work independently and as a team member
- Ability to appreciate international diversity and to establish effective working relationships with international partners, supervisors, and research staff.
- Ability to establish and maintain working relationships with supervisor and other staff
- High proficiency in Microsoft Excel, Word and PowerPoint.
How to Apply :
Please send an email to email@example.com and firstname.lastname@example.org following these instructions exactly:
- Use the following as the email subject line: “J-PAL SEA, Administrative Assistant.” Please do not include any other text in the body of the e-mail. Adding extra text will interfere with the processing of your application.
- Attach PDF copies of your CV and a cover letter no longer than 500 words. The cover letter should discuss how you meet the aforementioned position requirements, emphasizing relevant skills and experience.
- Please attach on CV your history salary from 2 last professional works and salary expectation on this position.
Incomplete applications will not be reviewed. Shortlisted applicants will be contacted for interviews.
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