Scope of Work
Administrative
Assistant
I. Overview
Chemonics International 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 the U.S.
Agency for International Development (USAID).
II. Position
Name
Administrative Assistant
III. General Responsibilities
The
Administrative Assistant will at all times adhere to and act according to the
Chemonics Professional Code of Ethics (“Living Our Values”) and will make the
principles of the Code a part of the project’s culture and standard operating
procedures.
Under the
Office Manager’s direction the Administrative also should be ready to undertake other project
duties as required by the COP and DCOP, if needed.
IV. Specific Duties :
§ 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 attended
by project staff
§ 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-up documentation to Chemonics home office
§ Fulfill other administrative
functions as required
V. Qualifications
§ Minimum
Diploma
§ Minimum
3 years
administrative management experience, preferably with donor-funded
international projects
§ Successful experience working in a
diverse, fact-paced environment
§ Excellent computer and typing skills
including, Microsoft Word, Excel, Outlook exchange email system, and desktop
publishing software such as Adobe, , and other similar programs.
§ Fluent in office administration
duties including faxing, photocopying, answering phones, arranging meetings
§ Strong
inter-personal and communication skills are desired.
§ Fluency in English and Bahasa
Indonesian required
VI. Reporting
The Administrative Assistant reports directly to the Office Manager. He/She will prepare regular oral and written
progress reports that demonstrate the status of project activities toward
expected results, as well as other reports as required.
