IPAS Job Vacancy: Administrative Assistant, Jakarta - Indonesian

Yayasan Inisiatif Perubahan Akses menuju Sehat (IPAS) Indonesia, is a local foundation works as affiliation of Ipas global so that women and girls have improved sexual and reproductive health and rights through enhanced access to and use of safe abortion and contraceptive care as per Indonesia’s Law.

We believe in a world where every woman and girl has the right and ability to determine her own sexuality and reproductive health.

We are currently seeking qualified candidates for the position of Human Resources / Administrative Assistant, based in Jakarta.

Position is open for Indonesian nationality only.

Under the supervision of the HR & Office Manager, the *Human Resources / Administrative Assistant* is responsible for supporting office operations by providing clerical, logistical and administrative assistance. This will include coordinates meetings and conferences, maintains and organizes physical and electronic documents, and performs other basic office duties.

The HR and Admin Assistant will play a supportive role in clarifying and rolling-out the organization’s policies and procedures.

The Human Resources and Administrative Assistant is dependable, organized, and has the attention to detail required to carry out day to day operations of the office of the Yayasan Inisiatif Perubahan Akses Menuju Sehat Indonesia.

Responsibilities

Primary Administrative Responsibilities
  1. Provide day to day support of the administrative operations of the country program, ensuring office management processes are organized and efficient;
  2. Ensure adherence to office administrative rules and procedures
  3. Day to day administrative assistance; such as assistance in daily agenda reminders, calendar of appointments for the Indonesia country program; as well as coordinates and schedules meeting with external partners as required
  4. In coordination with the supervisor, provide support on clerical duties by drafting correspondence (reports, letters and other documents) intended for both external and internal audiences, as well as document translation, if needed
  5. Administer official travel arrangements of staff members, consultant and other sponsored travellers. This will include reserving flight or other mode of transportation and hotel accommodations;
  6. Facilitates arrangement and other necessary logistic administrative support of conferences/meeting/training or other events;
  7. In coordination with the Project Assistant, provides administrative support to project implementation activities;
  8. Manage the filing, storage and security of office documents. This includes manage the office filing system for both physical and Share point documents;
  9. Ensures all office equipment and facilities are maintained and used in most efficient, appropriate management and utilization, to support well-running office;
  10. Maintains merchandise and office supplies inventory (incl. stationaries) by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
  11. Oversees office cleaning and housekeeping of the office;
  12. Administer the office vehicle management, ensuring the Yayasan Inisiatif Perubahan Akses Menuju Sehat Indonesia’s vehicle is maintained and used in the most efficient and appropriate manner;
Primary Human Resources Responsibilities
  1. Assist in implementing policies, procedures, rules, and regulations for country staff in compliance with local labor laws
  2. In collaboration with the HR & Office Manager, process documentation and maintain HR files, paperwork, databases and records relating to personnel, as required;
  3. Providing support in the recruitment/hiring processes that may include posting job openings, organising resumes and job applications, scheduling/arranging job interviews and assisting in interview processes;
  4. Ensure employee training materials are up to date and accessible
  5. Help to maintain record of private medical insurance related to employee benefits coverage
  6. Perform other related duties as required
Internal & External Customers / Suppliers as well as Third Parties
  1. Collaborates with other staff members to schedule daily, weekly and monthly asks related to administrative support;
  2. Works with other staff members in supporting the operations of Yayasan IPAS Indonesia office and its project implementation;
  3. Works with other staff members, advisors and managers to plan and arrange travel, conferences and meetings
  4. Manages relationships with external entities including external consultants in order to arrange meetings and conferences
  5. Collaborates with other relevant external vendors in supporting the operations and events of Yayasan IPAS Indonesia
Requirements
  1. Bachelor's Degree in Administration, Human Resource Management, or other relevant discipline
  2. Minimum of 1-2 years of experience in the area related to administration in a non-profit organization
  3. Good command in English (reading, speaking and writing)
  4. Experience in planning and organising office events, such as meetings, conferences, or workshops
  5. Experience to work in a multi‐cultural setting
  6. Ability to work under minimum supervision and under pressure
  7. High integrity and attention to details
How to apply
If you are interested in applying for this post, please apply online in the link provided HERE

Application shall be sent by 05 January 2020, at the latest.