KNCV Tuberculosis Foundation Job Vacancy: Admin Assistant, Jakarta

Yayasan KNCV Indonesia is a non-profit organisation that aims to be a strong local and self-sustaining organization dedicated to the fight against tuberculosis (TB) in Indonesia. Yayasan KNCV Indonesia promotes effective, efficient, innovative and sustainable tuberculosis control strategies in Indonesia.

We are an organization of passionate TB professionals, including doctors, researchers, training experts, and epidemiologists. We aim to stop the spread of the TB epidemic and to prevent the further spread of drug-resistant TB. Currently Yayasan KNCV Indonesia is looking for a:

Admin Assistant

Duty Station: Jakarta

The Admin Assistant will responsible for handling the front office reception and administrative duties, including but not limited to welcoming all visitors and directing them appropriately; notifying the appropriate staff of the arrival of the visitor; answering YKI telephone professionally and promptly, transferring the call if appropriate (introducing the caller before putting the call through), taking messages if needed; sorting & distributing mails; managing the meeting room schedule and any other admin related work a required.

Key Responsibilities include:

1. To be the first point of contact for all enquiries, callers and visitors to YKI and direct to the relevant people in a welcoming and efficient manner.
2. Welcomes all on-site visitors, determines nature of business, and announces visitors to appropriate personnel.
3. Arrange with the Office Assistant drinks and snacks for visitors and where requested meetings.
4. Answer all incoming telephone calls with YKI standard greeting in a prompt and bright manner.  Ensure the telephone is covered at all times and that calls and messages are dealt with promptly and correctly. When transferring calls to the appropriate personnel the caller must be introduced and not just put through.
5. Ensure that the reception area is well maintained – clean and tidy at all times.
6. Maintains electronic contact and information lists.
7. Handle, record and monitor all incoming and outgoing documents ensuring that they are distributed/sent to the appropriate people in a timely and efficient manner.
8. Provide support with organising meetings and other events as requested.
9. In collaboration with the Admin Officer – keep a record of all travel in and out of the office and calendar of meetings/events (internal and external).
10. Provide support to HR/Admin Officer related to office utility management, building maintenance, including disseminating messages and announcements from the Building Management Office to YKI staff.Work closely with the Office Assistant to provide other support where needed.
11. Ensure office security such as: maintain a log book for visitors, ensure the door is remain closed as required.

Qualifications and Competencies:

Educational Qualification:

1. Minimum diploma degree

Competencies:

1. Minimum 2 years demonstrated experience in administration/secretarial work.
2. Strong Computer skills and advanced in email, word and excel.
3. Excellent written and oral communications skills, in both Bahasa Indonesia and English.
4. Pleasant personality.
5. Excellent interpersonal skills, including patience, diplomacy, willingness to listen and respect for colleagues.
6. Able to create a supportive working environment amongst all staff.
7. Able to work as part of a team or individually.
8. Motivated, proactive and willing to learn.
9. Punctual and reliable

Yayasan KNCV Indonesia offers a flexible and supportive work environment and strongly encourages developing your skills and abilities to further your career opportunities.

Interested applicants are requested to submit their CV and application to recruitment@yki4tbc.org by 30 December 2019 at the latestPlease ensure to put the post you apply for in the subject line of your e-mail.

Only shortlisted candidates will be contacted.