Tetra Tech ARD is currently accepting expressions of interest for the Administrative Assistant (Jakarta based) on our USAID Indonesia Forestry and Climate Support Project (USAID IFACS).
USAID IFACS seeks to reduce the threats of deforestation and climate change, and help the Government of Indonesia (GOI) conserve the country's tropical forests, wildlife, and ecosystem processes (including carbon sequestration).
JOB SUMMARY:
Under the direct supervision of the Administrative/Human resources Officer, the Administrative Assistant will be responsible for ensuring a clear and effective communication among the program unit and support unit. The Administrative Assistant will be responsible for assisting with and supporting activities, workshops, and trainings implemented in Jakarta and in the Regional Offices (if necessary). In addition he/she will replace the function of Office Assistant and Project Assistant if needed. This person will also fulfill other tasks as assigned by the supervisor.
MAIN RESPONSIBILITIES AND TASKS:
1. Responsible for tasks related to PP 19, tax exemption, visa, KITAS, SKLD, IMTA and other expatriate permits or registrations.
2. Coordinate with Procurement Officer and Finance Officer for tasks related to custom facility for foreign staffs.
3. Assist Finance Officer in processing of domicile letter renewal issued by local government.
4. Assist Procurement Officer on addressing procurement issues including find necessary vendors as required.
5. Assist Program Unit and Support Unit in administration assignment.
6. Make reservations of venue for meetings, trainings, workshops, etc. and support these activities as required (note this may require regional travel).
7. Responsible for making minutes of meeting.
8. Responsible to make agenda of staff traveling, whereabouts list, and vacation list.
9. Responsible for making ID card and handling Telkomsel (or other telecommunication provider).
10. Maintain the administration files to ensure that all correspondences and documents are filed properly.
11. Maintain and update regularly the directory of NGOs, government offices and businesses for both Jakarta and Regional Offices.
12. Replace the function of Office Assistant and Project Assistant if needed.
13. Any other identical task assigned by the respective supervisor.
QUALIFICATIONS:
1. University Degree.
2. At least 3-5 years of experience in equivalent administrative position.
3. Must have the ability to work effectively in a fast-paced, stressful environment.
4. Must be flexible, willing to perform other duties and work irregular hours.
5. Able to communicate fluently and effectively.
6. Excellent interpersonal skills, including patience, diplomacy, willingness to listen and respect for colleagues.
7. Must be capable of working both individually and as part of a team.
8. Must also be able to create a supportive working relationship among all project teams.
Please submit your recent CV as of 7 April 2013 (the latest) with subject Administrative Assistant (Jakarta based) to: recruitment@ifacs.or.id
USAID IFACS seeks to reduce the threats of deforestation and climate change, and help the Government of Indonesia (GOI) conserve the country's tropical forests, wildlife, and ecosystem processes (including carbon sequestration).
JOB SUMMARY:
Under the direct supervision of the Administrative/Human resources Officer, the Administrative Assistant will be responsible for ensuring a clear and effective communication among the program unit and support unit. The Administrative Assistant will be responsible for assisting with and supporting activities, workshops, and trainings implemented in Jakarta and in the Regional Offices (if necessary). In addition he/she will replace the function of Office Assistant and Project Assistant if needed. This person will also fulfill other tasks as assigned by the supervisor.
MAIN RESPONSIBILITIES AND TASKS:
1. Responsible for tasks related to PP 19, tax exemption, visa, KITAS, SKLD, IMTA and other expatriate permits or registrations.
2. Coordinate with Procurement Officer and Finance Officer for tasks related to custom facility for foreign staffs.
3. Assist Finance Officer in processing of domicile letter renewal issued by local government.
4. Assist Procurement Officer on addressing procurement issues including find necessary vendors as required.
5. Assist Program Unit and Support Unit in administration assignment.
6. Make reservations of venue for meetings, trainings, workshops, etc. and support these activities as required (note this may require regional travel).
7. Responsible for making minutes of meeting.
8. Responsible to make agenda of staff traveling, whereabouts list, and vacation list.
9. Responsible for making ID card and handling Telkomsel (or other telecommunication provider).
10. Maintain the administration files to ensure that all correspondences and documents are filed properly.
11. Maintain and update regularly the directory of NGOs, government offices and businesses for both Jakarta and Regional Offices.
12. Replace the function of Office Assistant and Project Assistant if needed.
13. Any other identical task assigned by the respective supervisor.
QUALIFICATIONS:
1. University Degree.
2. At least 3-5 years of experience in equivalent administrative position.
3. Must have the ability to work effectively in a fast-paced, stressful environment.
4. Must be flexible, willing to perform other duties and work irregular hours.
5. Able to communicate fluently and effectively.
6. Excellent interpersonal skills, including patience, diplomacy, willingness to listen and respect for colleagues.
7. Must be capable of working both individually and as part of a team.
8. Must also be able to create a supportive working relationship among all project teams.
Please submit your recent CV as of 7 April 2013 (the latest) with subject Administrative Assistant (Jakarta based) to: recruitment@ifacs.or.id
Tetra Tech ARD is an equal opportunity employer.
