IFES, an international, nonprofit organization that supports the building of democratic societies seeks an Administration Officer. The primary responsibilities will be to assist with the daily operation and implementation of IFES projects in Indonesia. The position is Jakarta based and full time. Anticipated start in January 2013. IFES promotes democratic stability by providing technical assistance and applying field-based research to the electoral cycle in countries around the world to enhance citizen participation and strengthen civil societies, governance and transparency. Founded in 1987 as a nonpartisan, nonprofit organization, IFES has developed and implemented comprehensive, collaborative democracy solutions in more than 120 countries. Currently we are seeking Administration Officer to help
project implementation in IFES Indonesia.
Scope of Work:
- Assist program staff to prepare for meetings, workshops, and field monitoring visits related to program activities;
- Assist in writing reports and taking minutes at meetings;
- Arrange and prepare materials and documentation to be distributed at project activities;
- Assist project to prepare internal and external letters or other correspondence;
- Liaise and coordinate with finance and procurement to ensure efficient and effective implementation of project activities;
- Schedule meetings and business trips for the Chief of Party and Deputy Chief of Party in cooperation with other support staff;
- Travel with the Chief of Party and/or Deputy Chief of Party on a regular basis to attend coordination meetings and monitoring and evaluation activities, and produce minutes of meetings and brief reports, as required;
- Serve as a project assistant on various activities when directed by the Chief of Party and Deputy Chief of Party.
- Provide any necessary logistic support to ensure that the Chief of Party and Deputy Chief of Party are well prepared for conferences or business meetings.
- Manage driver and vehicle dispatch and ensure driver and vehicle time sheets are collected and verified thoroughly;
- Liaise and coordinate with third party agents to ensure well managed formalities requests from international staff;
- File correspondence and documents in project archive;
Requirements:
- A minimum of 3 years experience with administration functions in a comparable setting;
- A university degree in secretarial support/business administration/finance;
- Fluency in English and Bahasa Indonesia, both written and oral;
- A high level of self-motivation and ability to work autonomously within a fast-paced environment;
- Excellent interpersonal and organizational skills;
- Previous experience in working on formalities procedures is an advantage.
Interested candidates may send their application to:
vacancy@ifesindonesia.org by 16 January 2013. Only shortlisted candidates will be contacted. No phone inquiries. People with disabilities with the relevant background are strongly encouraged to apply.
project implementation in IFES Indonesia.
Scope of Work:
- Assist program staff to prepare for meetings, workshops, and field monitoring visits related to program activities;
- Assist in writing reports and taking minutes at meetings;
- Arrange and prepare materials and documentation to be distributed at project activities;
- Assist project to prepare internal and external letters or other correspondence;
- Liaise and coordinate with finance and procurement to ensure efficient and effective implementation of project activities;
- Schedule meetings and business trips for the Chief of Party and Deputy Chief of Party in cooperation with other support staff;
- Travel with the Chief of Party and/or Deputy Chief of Party on a regular basis to attend coordination meetings and monitoring and evaluation activities, and produce minutes of meetings and brief reports, as required;
- Serve as a project assistant on various activities when directed by the Chief of Party and Deputy Chief of Party.
- Provide any necessary logistic support to ensure that the Chief of Party and Deputy Chief of Party are well prepared for conferences or business meetings.
- Manage driver and vehicle dispatch and ensure driver and vehicle time sheets are collected and verified thoroughly;
- Liaise and coordinate with third party agents to ensure well managed formalities requests from international staff;
- File correspondence and documents in project archive;
Requirements:
- A minimum of 3 years experience with administration functions in a comparable setting;
- A university degree in secretarial support/business administration/finance;
- Fluency in English and Bahasa Indonesia, both written and oral;
- A high level of self-motivation and ability to work autonomously within a fast-paced environment;
- Excellent interpersonal and organizational skills;
- Previous experience in working on formalities procedures is an advantage.
Interested candidates may send their application to:
vacancy@ifesindonesia.org by 16 January 2013. Only shortlisted candidates will be contacted. No phone inquiries. People with disabilities with the relevant background are strongly encouraged to apply.
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