ADB TA - 8135 INO Regional Roads Development 2 - Project Secretary, Jakarta

ADB TA-8135 INO Regional Roads Development II

Project Secretary

Terms of Reference

Duration: April 2013 - December 2013 (with possible extension)

Background

The Government of Indonesia has requested the Asian Development Bank (ADB) for a project preparatory technical assistance (TA) to prepare the Regional Roads Development Project II. This project is a priority project in the Government's key infrastructure development plan.

The Directorate General of Highways (DGH), the executing agency, has proposed about 630 kilometres of national and strategic roads in East and West Kalimantan, Central, East, and West Java, and DI Yogyakarta to be considered for the ensuing investment project in 2014.
It is planned to rehabilitate sections of national and strategic roads to strengthen domestic connectivity in select provinces as mentioned above. Some road sections will be the missing links and extensions of the ongoing Regional Roads Development Project.

The project is expected to bring inclusive development for areas that are presently not well-connected to major population centres, improve access to basic social and health services, improve global and national food security by stimulating local agro-industry and boosting exports further, serve as a magnet for private sector investment, and extend better regional connectivity to neighbouring countries, as well as to improve inter-island connectivity.

RRDP II is looking to employ one (1) Indonesian national for the position of Project Secretary. This is a full-time Jakarta based position.

Duties

The Project Secretary will be responsible for the administrative and financial aspect of project.

In performing duties and responsibilities, the Project Secretary will:

• Report to the Team Leader / Project Coordinator / Project Manager;
• Work under the direction of the Team Leader / Project Coordinator / Project Manager; and
• Coordinate work with the PI Regional Administrator at Cardno Jakarta Rep Office.

Specifically, and in consultation with the Team Leader / Project Coordinator / Project Manager / PI Regional Administrator, the Project Secretary will:

• Undertake logistics and administrative work relating to the preparation, implementation and reporting of activities and events of the project, including establishing and maintaining an activities / events calendar, arranging travel and accommodation, arranging venues for activities / events, arranging invitations, compiling materials, arranging translation and interpreting, arranging equipment for activities / events such microphones, sound system etc, recording participation at activities / events, note taking of activities / events, organising meals and refreshments, organising for payment (and recording of) of per diems and other expenses, etc.
• Assist in answering telephones and provide information/assistance or route calls to appropriate staff members;
• Assist in managing the use of Project Vehicles during office hours;
• Arrange for meetings with Client (ADB) and Executing Agency (DGH), stakeholders and others.
• Organise non-activities travel and accommodation for the project team members.
• Support the preparation of letters, reports (narrative and financial) etc for the project.
• Maintain and report the Project's Petty Cash in coordination with the PI Regional Administrator and Cardno Finance Manager
• Ensure Project purchases are made according to the ADB and Cardno procurement guidelines and that all correct forms are filed appropriately
• Establish and maintain a record of project stationery and ensure that adequate levels of stationery are maintained
• Establishing, maintaining and regularly backup permanent files; file and retrieve files as requested
• Organise the translation of documents (may translate simple letters for Team Leader).
• Perform other relevant duties and responsibilities as may be reasonably requested by the Team Leader.

Selection Criteria

The Project Secretary will require:

• Minimum 2 to 3 years appropriate secretarial and administration qualifications.
• Experience in managing events (meetings, workshops, seminars, etc).
• Pro-active and quick learner.
• Good negotiation, coordination and communication skills.
• Demonstrated capacity to work and take direction as part of a team.
• Experience in handling a petty cash, reporting on activities and use of funds.
• Good written and verbal communication skills in Bahasa Indonesian and English.
• Knowledge of modern office procedures and methods including telephone communications, office systems, and record keeping.
• Experience of working with ODA funded projects in Indonesia would be a distinct advantage

Funding

ADB

How to Apply for This Position

• Response against each of the duties and desirable selection criteria.
• Curriculum vitae/resume.
• Name and contact details (phone and email) of three referees.

Applications that do not address all the requirements stated above will not be considered.

Submitting Applications

By email: email your application with the reference "RRDP2 - Project Secretary" in the subject line to recruitment.emergingmarkets@cardno.com (most preferred option).

For further information about this position

Email recruitment.emergingmarkets@cardno.com with the reference "RRDP2 - Project Secretary" in the subject line.

Closing Date 5.00pm, 10 April 2013.

Late applications will not be considered.

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