Lowongan Administrative Assistant - SILE Project Field Office, UIN Sunan Ampel, Surabaya - Kerja Ngo

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Lowongan Administrative Assistant - SILE Project Field Office, UIN Sunan Ampel, Surabaya


The Project Supporting Islamic Leadership in Indonesia [(SILE/Local Leadership for Development (LLD)], is co-funded by Global Affairs Canada (GAC) and the Indonesian Ministry of Religious Affairs (MORA). The Canadian component is implemented by a Canadian Consulting firm, Cowater International. Its purpose is to build the capacity of selected State Islamic Universities (UIN) and also of the Ministry of Religious Affairs to effectively integrate democratic governance practices into their strategies, programs and budgets to support university-based community engagement.

The Project is presently looking for a full time Administrative Assistant in Surabaya. The contract duration will be 8.5 months including a probation period.
Please find below the Job Description and qualifications required. Interested candidates should send their CV with a Letter of Interest in English (including three references) to: jobs.sile.lld@gmail.com by April 22,2016.

Only applicants from East Java will be considered.
Only complete application forms in English (including 3 references) will be reviewed.

Only those selected for interviews will be contacted.


Position: Administrative Assistant (AA)

Reports to: Project Officer (Surabaya)

Location: SILE Project Field Office, UIN Sunan Ampel, 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 are 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 administrative and logistical aspects
  • Maintain good working relations with project partners (CSO, UIN faculty members and staff) as well as Project Implementation Unit and 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 capacity development activities (work sessions, seminars, short courses) in 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
  • Update and maintain Project activity and trainee database
  • Provide assistance in the preparation of participants of capacity development activities in Indonesia and outside of Indonesia (application forms) such as scholarships, internships, conference, exposure visits, courses, etc.
  • Provide administrative support to PO and Organizing Committee during the planning and delivery of the Annual University-Community Engagement Conference
  • Provide support for the implementation or monitoring of annual work plan activities related 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 Surabaya office premises including office space and furniture.
  • Assist PO in coordinating the use of the project vehicle
  • Provide assistance, when required, to the Finance Assistant
  • Minimum Sarjana (S1)
  • Experience (minimum 7 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
  • Advanced skills with computer software such as Excel, Word, etc.
  • Experience working in Surabaya is an advantage
  • Experience with competitive analysis and overall procurement procedures
  • Experience managing office petty cash
  • Ability to work well with a team from different backgrounds
All qualified candidates are encouraged to apply. Gender equity and social inclusion is a high priority for this Project.

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