The Zoological Society of London is an international wildlife conservation organization with a focus on science-based and pragmatic solutions. ZSL has been active in Indonesia for about 10 years, with a particular focus on the overlap between industrial development and biodiversity conservation. ZSL Indonesia is based in Bogor, West Java, with existing field projects in Jambi and South Sumatera.

We are now looking for: 

Admin Assistant 

Terms and Condition
Start Date : June, 2016
Duration of Contract : One year fix- term Contract, with potential to extend
Work Area : The Admin Assistant will be based in Palembang
Hours of Work : Monday to Friday from 09.00 am up to 05.00 pm
Reporting to : Office Manager

Key Purpose of the Job
The Admin Assistant will support and assists Office Manager to ensure efficient operation of the Palembang office. He/she will responsible to support staff through a variety of tasks related to organization and communication, will communicate via phone and email ensuring that all administration tasks are completed accurately and delivered with high quality and in a timely manner.

This position oversees the UKCCU/NICFI Project in South Sumatra.

The UKCCU/NICFI Project works with the Government of South Sumatra, national and district level governments, communities and the private sector to facilitate and support the government, private sector and local communities, to establish and pilot the sustainable landscape management partnership approach in the Sembilang-Dangku landscape of South Sumatra. The proposed impact of this project is to achieve “Inclusive economic growth and community prosperity, biodiversity conservation, forest protection and restoration, and the ending of deforestation, peatland drainage and wildfires that reduces land-based GHG emissions”. 

Main Responsibilities

The Admin Assistant will report directly to the Office Manager and indirectly to the Operations Manager Palembang.

  • Responsible to answer and direct phone calls;
  • Assistance with the organization of numerous workshops and meetings in Palembang and project area/s;
  • Assist the Office Manager for all office equipment and supplies (procurement, maintenance and repair, registration/insurance coverage)
  • Responsible to update calendar activities and appointments for the Operation Manager
  • Responsible to do inventory for office assets and set up maintenance schedule for vehicles and equipment
  • Responsible in maintain contact lists of partners, stakeholder, vendor, government;
  • Responsible to produce and distribute correspondence memos, letters, faxes and forms;
  • Assist in the preparation of regularly scheduled reports;
  • Responsible develop and maintain a filing system related with office and project documents
  • Responsible to order office supplies;
  • Responsible to book travel arrangements of the staff in line with the SOP;
  • Responsible to provide general support to visitors;
  • Responsible for secretarial administration tasks (e.g. photocopying, printing, binding etc.);
  • Provide a fully effective administration/co-ordination service to the team to ensure the team is appropriately supported to meet its project goals;
  • Responsible for updating and maintaining databases and administration systems, ensuring accuracy of inputting and reports.
Building Relationships
The job requires constant internal and external interaction/communications, both in person and via phone and email – with ZSL staff colleagues in the Palembang office, as well as with Country Office colleagues in Bogor.

Mental Demands
The position will require close attention to detail and therefore concentration on the work in hand – precision and accuracy being vital attributes.

The position will be relatively routine in terms of day-to-day tasks during office hours – however sometimes e.g. during field trips or when a workshop is being organized the next day, some flexibility in working hours may be required.
Working Conditions
This post is office based (in ZSL’s office in Palembang).  

Expectations of Job Holder
  • To ensure that the policy for equality of opportunity is adhered to and promoted in all aspects of the post holder’s work. 
  • To ensure effective quality control and continuous improvement in all aspects of the work and responsibilities attached to this post.
  • Demonstrate professionalism towards sensitive and confidential information.
  • To comply with and promote Health and Safety policies and procedures and to undertake recommended Health and Safety training as and when necessary.
  • To be committed to professional self-development, through participation in in-service training as necessary for the successful carrying out of the job.
  • To undertake such other duties as are commensurate with the grade of the post.
Person Specification

Qualifications & Experience
  • A minimum of a diploma degree in Administration, Secretary
  • Previous work in similar position
  • Previous work for an international NGO desirable
  • Proven administrative or assistant experience
Skills & Abilities
  • Basic knowledge of office management systems and procedures
  • Excellent time management skills and ability to multi-task and priorities work
  • Good level of competence in MS Office
  • Good communications skills - able to express complex information in a simple and succinct manner;
  • High level of attention to detail and accuracy
  • Self-starter, pro-active and uses initiative - can work independently and prioritize own work load;
  • Flexible and able to work under pressure and often to tight deadlines; including an ability to prioritize jobs;
  • Highly motivated.
  • Willing to work at any circumstances both independently or in a group, such as in remote areas with very limited facilities.
  • Able to deal with tight schedule and unscheduled tasks, and target oriented
  • Willing to travel extensively across the project sites in Indonesia
Application procedures
Please submit your application and curriculum vitae in English, relevant experience, past salary history, two referees not later than May 20, 2016, to, placing the job title in the subject line and label your CV with your name. Only short listed candidates will be notified. Applications received after the deadline will not be considered.