USAID - JAPRI Project Job Vacancy: Administrative Coordinator - Jakarta, Indonesian

Institute of International Education (IIE) is a private nonprofit leader in the international exchange of people and ideas. In collaboration with governments, foundations and other sponsors, IIE creates programs of study and training for students, educators and professionals from all sectors. These programs include the flagship Fulbright Program and Gilman Scholarships administered for the U.S. Department of State. IIE also conducts policy research, provides resources on international exchange opportunities and offers support to scholars in danger. IIE’s mission is to advance international education and access to education worldwide.
The Administrative Coordinator supports a wide range of organizational activities, providing efficient administrative, program, and HR-related support. S/he informs team members of relevant policies and facilitates overall office operations.
Essential Duty:
  • Administers HR-related activities. For example, maintains confidential personnel files and represents IIE with local authorities in moderately complex situations. Administers office recruitment & staffing processes for employees and interns. Works with the US-based HR department to develop job descriptions, screens applicant resumes, organizes interviews with candidates, and participates in the salary setting & negotiation process. Responsible for new team member onboarding; enrolls new team members in insurance plans, etc
  • Manages the procurement of goods and services and ensure compliance with applicable contract and sponsor requirements and all IIE policies and procedures., liaising with US-based Grants & Contracts, and Finance team and other relevant parties as needed to ensure compliant & efficient procurements.
  • Manages vendor relationships; maintains office supply inventories. Provides overall IT support for the office, engaging third parties as needed. Manages JAPRI safety & security plan.
  • Provides assistance to Manager and others on activities related to office administration and management, organizing team meeting logistics, etc. Responsible for complying with applicable contract and sponsor requirements and following all IIE policies and procedures.
  • Organizes staff meetings, special events & offers support in developing team member and participant travel itineraries. Communicates organizational policies and answers general questions. 
  • Performs other related duties and functions as assigned.

Other Knowledge, Skills and Abilities:
  • Bachelor’s degree required; preferably in business administration or related field.
  • A minimum of 5 years in office administration, at least 2 years supporting HR-related processes.
  • Prior experience supporting organizational procurements.
  • General understanding of human resource related best practices and Indonesian labor laws and regulations preferred
  • Excellent proficiency with knowledge of Microsoft Office 2010; internet software and database software.
  • Strong organizational, problem solving and time management skills.
  • Maintains high levels of confidentiality.
  • Uses care and discretion in handling accounts and when dealing with sensitive information
  • Demonstrates careful attention to detail.
  • Demonstrated ability to handle a heavy workload and changing priorities and tasks under strict deadlines.
  • Excellent interpersonal skills and proficiency in English and Bahasa Indonesia.
  • Strong interest and ability to work effectively in a team environment.

Work condition and Physical Demand:
Essential functions are performed in a general office setting with low noise. Job demands may require long periods of sitting; telephone work and/or computer work, as well as interactions with other team members and external stakeholders. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

How to Apply:
  • Send your CV with cover letter outlining your suitability for the position to [email protected] no later than Friday, 2 June 2017.
  • Indicate JAPRI Administrative Coordinator (your name) in the subject line. Only short-listed candidates will be notified and invited for interviews. All incoming CV will be treated confidential
USAID JAPRI Recruitment Team