Office Administrative Support

Position Title: Senior Administrative Specialist (English Fluent) Job Description Provide high-quality administrative support to the Indonesia Research Partnership on Infectious Disease (INA-RESPOND) Secretariat and South East Asia Infectious Disease Clinical Research Network (SEAICRN) Operations Center in Jakarta, Indonesia, managed by Social & Scientific Systems, Inc. (SSS). Duties include but are not limited to: Meeting and travel planning and support, providing and coordinating organizational communication-related activities, data entry and information management, and general office administrative support. Candidate must be comfortable working in a fast-paced environment with a high volume of work, and must be fluent in both written and spoken Bahasa Indonesia and English. DUTIES AND RESPONSIBILITIES: Key duties and responsibilities include, but are not limited to, the following: Meeting and Travel Planning and Support - Coordinates and tracks all administrative tasks related to meeting and travel planning - Identifies appropriate venues for meetings and events, including visiting and evaluating potential venues based on the meeting requirements, negotiating rates, and preparing cost analyses - Assists other staff in the development and finalization of participant lists, dates, invitation letters, meeting agenda, and meeting materials, and ensures all are appropriately distributed, following up with individual invitees as needed to confirm and track plans - Coordinates travel arrangements for meeting attendees and other visitors, both within Indonesia and internationally. This may include flights, ground transportation, hotels, and per diem arrangements - Assists with obtaining sponsorship letters and other supporting documents for international visa applications - Helps to identify, obtains quotations, and provides support in contracting interpreters and other suppliers/vendors as needed - Prepares all required meeting materials, such as name badges, tent cards, copies of meeting packets, and banners - Collects and coordinates all presentations and handouts to be provided during the meeting - Provides onsite meeting support, including ensuring all necessary equipment is in place. Ensures smooth meeting operations during the event. - Takes notes and track action items of internal meetings - Provides simple financial planning services for event activities Communications - Drafts letters, emails, and other correspondence as requested - Assists staff with the distribution of information related to Network meetings and other activities, using web portal, email, telephone, and SMS technology - Solicits responses and assists with follow-up with Network members and collaborators related to action items, queries, and polls/voting - Serves as a central point of contact and liaison for administrative activities with vendors and collaborators Data Entry and Information Management - Serves as the Network’s local web portal administrator, managing user access requests and permissions, and content upload and maintenance. - Develops and maintains filing systems, providing coordination and organization of project files, both electronic and paper. - Provides data entry and upkeep of the organization's databases, ensuring a high level of accuracy - Develops and maintains the directory of network members and related government officers Office Administrative Support - Provides administrative support to other staff, including Word processing and assistance with development, formatting, and editing of graphics, presentations, reports, spreadsheets, and other documents - Tracks schedules and assists with the coordination and scheduling of meetings and appointments - Sorts incoming mail, faxes, and deliveries for distribution - Prepares and send outgoing faxes, mail, and packages - Receives and forwards incoming SMS, phone calls and messages, and general e-mails to the appropriate staff member - Provides and coordinates photocopying, scanning, and compilation of project materials - Receives/greets visitors to the organization in a professional and friendly manner - Provides logistical support to expatriate staff, such as with identifying housing, coordinating utilities, and assisting with language barriers with service providers - Maintains supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies, and verifying receipt of supplies. - Assists with the procurement activities and vendor services, including undertaking vendor selection activities. - Coordinates office equipment maintenance - Additional duties as assigned by supervisor Required Skills - Skilled in operating standard office equipment - Strong knowledge of clerical and administrative procedures and systems such as filing and record keeping - Strong knowledge of principles and practices of basic office management - Fluent in Bahasa Indonesia and English languages, both written and spoken - Self organized with a strong sense of prioritization. Must be comfortable working in fast-paced environment - Strong interpersonal skills and customer service orientation - Strong written and verbal communication abilities - High level of proficiency in Microsoft business applications - High level of accuracy and attention to detail Required Experience - Undergraduate degree (S1) or higher - Five (5) or more years of professional experience in a related administrative position - Previous experience working with international or donor-funded projects preferred would be considered a plus Kindly send your application and resume to hkosasih@s-3.com and CC to herman_kosasih@yahoo.com the application dead line is on 18 June 2012. Only shortlisted candidates will be contacted.