VACANCIES: LOGISTICS ASSISTANT and OPERATIONS ASSISTANT, Jakarta

Project Overview:

The USAID/Higher Education Leadership and Management (HELM) project was awarded to Chemonics International on November 28, 2011. The five year project was designed to support Indonesia’s Higher Education (HE) sector in increasing its quality and relevance through improved focus on administration and management capacity.

We are seeking qualified Indonesian professionals for the following positions:

1. LOGISTICS ASSISTANT
2. OPERATIONS ASSISTANT

General Requirements:

• Ability to work both independently and in a team. 
• Fluency in English required, with excellent verbal and written communication skills.
• Strong computer skills; must be confident in Microsoft applications (MS Word, PowerPoint, Excel, and Outlook). 
• Must be interested in working with a multi-cultural, international team in a dynamic and fast-paced environment

Title: LOGISTICS ASSISTANT
 
Principal Duties and Responsibilities:
 
The Logistics Assistant position is responsible for ensuring logistics support to HELM events and activities and giving assistance in regards to the procurement for the project under the guidance of the Admin Manager including to support logistics of HELM events and activities. 
 
Specific tasks:

• Under the guidance of the Admin Manager, coordinating with program unit to provide logistics and support to HELM events and activities and ensuring that logistic components of all activities are high quality, timely and compliant with USAID, Chemonics, and HELM regulations and policies. This includes ensuring all needed administrative and financial documentation in relation to the event is in place and accurate. 
• Under the guidance of the Admin Manager, to coordinate with technical unit in planning and coordinating all logistics aspects of trainings including invitations and follow up on confirmation of participation, arranging travel, processing travel clearances and fielding consultants.
• Ensuring that all invoices from the travel agent and hotels are reviewed, approved and submitted to the Finance office for processing in a timely manner.
• Maintaining all activity reports and supporting documents files including travel documents/itineraries, consultant/participant information and lodging information and all other non-accounting related documentation.
• Providing assistance to the regional office as required basis to ensure all regional events are fully supported.   
• Assisting the Admin Manager with procurement activities, including but not limited to: office purchase orders and local subcontracts, ensuring that appropriate competition has been exercised, competitive quotes are in place, and that procurement is USAID compliant. Ensuring that the inventory of supplies is accurate and up to date. Maintaining proper and correct procurement files and documentation. 
• Updating the vendor database in regular basis, with the objective of promoting a more transparent and competitive procurement process. The vendor database contains a selection of Jakarta vendors and regional office vendors when appropriate and service providers that have been properly vetted, are fully registered, and meet other basic requirements for doing business with Chemonics.   
• Performing other administrative and logistic functions as required.

Specific requirements:

• Minimum Bachelor Degree in relevant field is required. 
• Minimum 5 years of working experience in logistics, events planning or related field is required. USAID or other international donor experience preferred. 
• Demonstrated organizational skills and strong logistical planning experience is required.

Title: OPERATIONS ASSISTANT

Principal Duties and Responsibilities:

The Operations Assistant is responsible for providing logistics support to the Chief of Party and assisting the Senior Operations Manager in coordinating day to day office administration activities.

Specific tasks:

• Assist the Chief of Party in the organization of meetings, providing logistics support, preparing the agenda and materials, and documentation requirements for meetings.
• Assist the Senior Operations Manager in administrative and logistical services.
• Assist in providing day-to-day human resources support and administration.
• Assist in recruitment process, including advertisement, organizing interview and collecting necessary documentation required.
• Maintaining the filing system, including the personnel files and ensuring safekeeping of confidential materials.
• Assist in managing visa related arrangement and expatriate documentation.
• Assist in the preparation of reports as directed by Chief of Party or Senior Operations Manager.
• Handling minute-taking of meeting and reports, and acting as interpreter and providing translation if needed.
• Performing any other tasks as assigned by the supervisor.

Specific requirements:

• Minimum Bachelor Degree in relevant field is required. 
• Minimum 5 years administrative, human resources, procurement experience or related field is required. USAID or other international donor experience preferred. 
• Experience in handling sensitive and confidentiality matter is a must.

Application submission instructions:

• Interested applicants for the positions above are requested to send a cover letter and resume (English) to indonesiahelm@gmail.com at the latest by 2 weeks after this advertisement.   
• Please list the position title in the subject line of the email.  
• These positions are subject to USAID approval and salary scales.

Chemonics is an Equal Opportunity Employer. We do not discriminate on the basis of race, color, sex, national origin, religion, age, equal pay, disability, and genetic information.

No telephone inquiries, please. Applications will be considered on a rolling basis. Only qualified candidates will be contacted.