Chemonics C4J Open Position for 3 Administrative Assistant

Chemonics International Inc., a leading international consulting firm, seeks to fill the following long-term, full-time position for a project funded by the U.S. Agency for International Development (USAID), Indonesia Changes for Justice (C4J). The primary objective of the C4J project is to improve the performance of Indonesia’s justice system, a prerequisite for good governance and sustained economic growth, through cooperation with the Supreme Court and Attorney General’s Office (AGO) of the Republic of Indonesia.

1 ADMINISTRATIVE ASSISTANT - Reporting to Office Manager 

Specific Tasks

• Coordinate all logistical aspects of project administration including arranging travel, processing travel clearances, and fielding consultants
• Fulfill office management duties including, answering phones, photocopying, faxing, ordering supplies/workshop materials, etc 
• Maintain and stock office supplies and process supply orders from Office Manager
• Label and maintain all administrative files including travel clearances/itineraries, visa requests, consultant transport and lodging information, and all other non-accounting related documentation
• Provide administrative support to the Operations Manager, Chief of Party and other task leaders
• Prepare reports of meetings convened or attended by project management
• Assist Office Manager in hosting project visitors and arranging meeting details
• Answer inquires and supply available project information from other Chemonics projects, USAID staff and other development projects as necessary
• Assist Operations Manager in sending monthly expenditure reports and back-ups to Chemonics home office 
• Fulfill other administrative functions as required

1 ADMINISTRATIVE ASSISTANT/PROCUREMENT - Reporting to Procurement Manager

Specificks Task

• Coordinate all logistical aspects of project administration including arranging travel, processing travel clearances, and fielding consultant
• Fulfill office management duties including, answering phones, photocopying, faxing, ordering supplies/workshop materials, etc  Maintain and stock office supplies and process supply orders from Procurement Manager
• Under supervison of Procurement Manager label and maintain all non expendable properties (NXP) and expendable properties (EXP), administrative project asset including  record the used of project asset by field office staffs.
• Provide administrative support to the Procurement Manager, Chief of Party and other task leaders
• Prepare reports of meetings convened or attended by project management
• Assist Procurement Manager in accomplishment of procurement task include but not limited to vendors assessment, maintain roster list of vendor.  
• Answer inquires and supply available project information from other Chemonics projects, USAID staff and other development projects as necessary. 
• Provide administrative support to the Procurement Manager, Chief of Party and other task leader.
• Prepare reports of meetings convened or attended by project management
• Assist Operations Manager in sending monthly expenditure reports and back-ups to Chemonics home office 
• Fulfill other administrative functions as required

1 ADMINISTRATIVE ASSISTANT/FINANCE - Reporting to Finance Manager

• Coordinate all logistical aspects of project administration including arranging travel, processing travel clearances, and fielding consultant
• Fulfill office management duties including, answering phones, photocopying, faxing, ordering supplies/workshop materials, etc
• Take full responsibility to track personal usage of staff mobile phones, vehicle and other project assets, and prepare internal invoices or reductions from payroll accordingly on a monthly basis.
• Take full responsibility for settling all outstanding advances taken by employees, send reminders to submit expense reports, and record all settlements in the system.
• Review all payment requests/invoices to ensure that all documentation of costs is appropriate and in compliance with USAID rules and Chemonics policies.
• Confirm that all required approvals have been obtained and that all charge codes are accurater.
• Prepare payment vouchers.
• Provide administrative support to the Procurement Manager, Chief of Party and other task leader.
• Prepare reports of meetings convened or attended by project management
• Assist Operations Manager in sending monthly expenditure reports and back-ups to Chemonics home office 
• Fulfill other administrative functions as required

Qualifications and Salary

• At least 3-5 years administrative management experience, preferably with large-scale international projects
• Successful experience working in a diverse, face-paced environment
• Excellent computer and typing skills including, Microsoft Word, Excel, Outlook exchange email system, and desktop publishing software such as Adobe, Photoshop, and other similar programs.  
• Versed in office administration duties including faxing, photocopying, answering phones, arranging meetings
• Bachelors degree or 5 years administrative experience required 
• Fluency in English and Bahasa Indonesian required

Compensation will be negotiated with Chemonics International and will be based on the consultant’s demonstrated salary history, professional experience, education and training, and market factors.

Time Frame

This long-term, full-time position is available immediately and is expected to last for the duration of the project.  The project begins on 15 May 2010 and ends on 11 May 2014.
Interested applicants for this position are requested to send a cover letter and resume (references will not be contacted prior to the interview) to jb.chemonics.c4j@gmail.comas soon as possible but no later than April 4 2013.  This vacancy will be open until the position is filled. Please indicate the position in the subject line.  Only the strongest candidates will be contacted. No telephone inquiries, please. The successful candidates for these positions will be subject to USAID approval and USAID local salary scales for technical positions.
Chemonics International (www.chemonics.com) was founded in 1975 and is one of the largest U.S. consulting firms providing expertise in developing and emerging-market countries for initiatives financed by USAID.

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