DHI is an independent, international consulting and research organisation. We strive to advance knowledge in water environments and to share it globally - with our clients, our partners and society at large. This is key to our quest – to solve challenges in water environments worldwide.
POSITION PURPOSE
The Indonesia Office Administrator contributes to DHI’s success by providing professional services support for marketing and project management activities within DHI’s Indonesia office.
LOGISTICS AND TIMING
- The assignment will primarily be executed at DHI’s office in Jakarta.
- Some travel within Jakarta and to provinces will be expected as part of the role
1. Program Administration and Support Services
- Provide high-level business support services to DHI staff.
- Provide high level word processing and administrative support to marketing, bids and projects,
- Monitor and disseminate relevant electronic and paper-based communications within DHI’s Indonesia office.
- File program/project information using in house systems, both electronic and paper based.
- Prepare funds requests and submit to DHI Singapore office and assist in managing office finances.
- Process financial documentation and liaise with the Finance department DHI Singapore in the preparation of invoices to clients and timesheets of subconsultants.
- Check and process claims for payments against contracts.
- Maintain financial spreadsheets recording actual and planned expenditure under the DANIDA SEA program.
- Assist in preparation of Quarterly financial claims for the MP3EI SEA project including compilation of all receipts
- Provide logistic support to meetings held in Jakarta and across Indonesia including travel and accommodation, briefing and minute-taking where required.
- Organise DHI staff travel and logistical arrangements where required.
- Assist in ensuring an effective and safe working environment: oversight of security services for DHI’s office, staff amenities, furniture and equipment, stationery and supplies, phone and internet provision, hardware and software, electronic aids, IT support services;
- Other duties as requested including filing and coordinating meetings and appointments.
- Provide assistance to other areas of the company as requested.
- Provide exceptional client relationship management primarily through e-mail and telephone contact.
- Self manage a high level of logistically complex support services in a quality and deadline driven environment.
- The position will be carried out on a full time basis over a contract period of twelve months. The intended commencement date of the implementation period of the contract is August 19th, 2013.
The Indonesia Office Administrator will require the following combination of applied skills, knowledge and behaviours to successfully contribute to team goals:
Essential
- Demonstrated ability to organise systematically large amounts of electronic and paper based information to allow easy access.
- Experienced in using business processes and procedures with the ability to work efficiently to meet tight deadlines.
- Strong attention to detail and accuracy.
- Experienced in processing financial invoices, funds requests and authorisations, and claims for payment.
- Autonomous working style demonstrating initiative and ability to foresee potential problems
- Well-developed business services writing skills (eg preparation of correspondence, tailor proforma legal contracts, program manuals, and other program documentation).
- Excellent telephone manner with the ability to project a positive company profile and develop rapport with clients and sub-contractors.
- Intermediate MS (Word, Excel, Outlook) and demonstrated capacity to maintain information systems and databases.
- Fluent in both Bahasa and English.
- Appropriate administration/business services qualifications or administrative experience in a business services environment.
- Program/project administration exposure, preferably in an international context.
- Minimum of 7.5 hours per day and additional hours as necessary.
- Available for short term visits to project locations if required.
Negotiable based on experience.
CONTACT
Please send cover letter, updated CV, and list of three (3) references to Larissa Salaki (lds@dhigroup.com) with the following subject: "DHI Indonesia Office Administrator" by August 7th, 2013.
