USAID IUWASH Job Vacancy : Administrative Assistant base in Semarang

The Indonesia Urban Water Sanitation and Hygiene (IUWASH) project is a sixty-month program funded by the United States Agency for International Development (USAID) and implemented under the leadership of DAI. IUWASH works with government, the private sector, NGOs, community groups and other stakeholders to improve access to safe water supply and sanitation in Indonesia’s urban areas. The overall goal of IUWASH is to assist the Government of Indonesia (GOI) in making significant progress in achieving its safe water and sanitation Millennium Development Goal (MDG) targets by expanding access to these services. The expected results to be achieved are: 2 million people in urban areas gain access to improved water supply; 200,000 people in urban areas gain access to improved sanitation facilities; and the per unit water cost paid by the poor in targeted areas decreases by at least 20%.

To achieve the above, assistance provided by the project is divided under three main technical components, including:

• Mobilizing demand for water supply and sanitation service delivery;
• Improving and expanding capacity for water and sanitation service delivery; and
• Strengthening policy and the financial enabling environment for improved water supply and sanitation service delivery.

IUWASH will apply different approaches and interventions with its local partners, such as local Water utilities, local and national government institutions, NGOs and communities to address water, sanitation and hygiene. To achieve these objectives IUWASH regional offices need high caliber incumbent to fill the positions of  Administrative Assistant based in Central Java Office, Semarang (code : AA-CJ)

RESPONSIBILITIES:

The Administrative Assistant is responsible for administrative duties to support both office operational administration and secretarial duties for technical activities and doing this through conducting routine secretarial duties, manage front office by arrange incoming/outgoing phone,  liaise with counterpart administrative departments, assist with preparing official communication to project counterparts and clients, maintain files, coordinate the distribution of official documents, and arrange meetings and travel.  On the operational side, the administrative assistant will maintain office supplies and regularly update the stock and submit requisitions for office equipment as needed.

*Communications Management*

• Conduct routine secretarial duties including typing and filing of documents and reports, as assigned.
• Handle incoming/outgoing calls, mail, and electronic communications.
• Route messages and information to appropriate individuals, paying particular attention to channeling communications to other project offices.
• Manage front office
• Assist in the production of reports and documents.
• Liaise with key counter parts, administrative departments, other donors regarding permits, copies of reports and other communications.

*Information Management*

• Observe office filing systems; maintain library resources; take, prepare, and distribute minutes from meetings.
• Track correspondence, and maintaining Office files.
• Coordinate the distribution of letters, reports and publications to other agencies.
• In close coordination with Administrative and Procurement teams, assist the procurement process as needed or directed by the Office manager in absence of Procurement and Grant Assistant, assist Office Manager in the inventory management and financial processes for respective components and teams.

*Translation& Interpreter Duties*

• Provide written translation of documents as needed.
• Serve as interpreter for seminars, training and meetings in the region.
• Coordinate other translators as needed; work as a team with other translators as needed to handle large-scale translating and editing of documents.
• Meeting, Travel, and Schedule Management
• Help manage the professional staff calendar of the staff.
• Schedule and prepare materials for meetings.
• Make travel arrangements.
• Maintain office, staff, meeting, travel, and other schedules, as assigned.
• Assist in setting up and coordinating meetings and other events.
• Assist in travel arrangements of other staff, as assigned.

*Financial Management*

• Assist the staff of the regional offices with timely submission of timesheets, travel vouchers, completion of cost tracking as needed, and other financial management tasks tied to the national office and regional activities.
• Facilitate tracking of budgets, expenses and receipts for project events.

*Conference and Workshop Coordination*

• Coordinate as needed with the USAID IUWASH main office conferences, workshops and training.

*Office Operations*

• Manage , distribute and coordinate the replenishment of office supplies.
• Filling for office manager, receptionist or Procurement and Grants Assistant during periods of absence.
• Assist with tasks as assigned by Office Manager and Regional Coordinator.

REPORTING

The Administrative Assistant/Receptionist will be based in Semarang Office/Regional Office, S/he will report to Regional Office Manager as the Primary Supervisor and to the Regional Coordinator as the secondary supervisor.

QUALIFICATION

• Diploma/Bachelor degree in Administration, preferably five years’ experience as administrative role of donor funded project.  Experience with USAID programs highly desirable.
• Excellent communication skills both in English and Bahasa Indonesia,
• Good computer skills, including Microsoft office suite, internet, and database management are required.
• Willingness to learn various thing

*APPLICATION SEND *

Interested applicants are invited to send a complete application with 3 references to IUWASH.recruitment@gmail.com by January 31, 2013 at 05.00 PM Jakarta time. Please write “AA-CJ” in the subject line of the email. We regret that we are unable to acknowledge receipt of all applications and only shortlisted candidates will be notified.

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