Jhpiego

Administrative Assistant

 

Location:

- Jakarta

 

 

Overview:

 

The Administrative Assistant will perform a range of administrative tasks and also acting as a Receptionist in Jhpiego’s Indonesia office, including answering phones, managing office inventory, general office support and work flow and assistance with special projects.

 

Responsibilities:

 

• Answer telephone, take and relay messages

• Managing the schedule for all office drivers

• Organizing travel requests related records and documents

• Providing and researching travel options and providing final itineraries

• Booking flights, hotels, cars, trains and all other travel related activities

• Making arrangement for accommodation and transportation to the staff or traveler during their travel schedule

• Facilitating for the smooth and easy travelling of the staff

• Setting up and maintaining vendor’s (travel agents) accounts

• Managing and distributing general documentation and correspondence

• Keep track on the use of office stationeries and keep the record in a proper file

• Managing the use of meeting rooms

• Manage mail and package delivery, including weekly International courier service to Jhpiego’s Head Office

• Assist Procurement Officer in preparing PRs, contacting vendors and filling

• Assist Procurement Officer in maintaining and updating the inventory list for Jakarta office

• Assist Procurement Officer in collecting quotes, making bid analysis and recommendations for selecting Preferred Vendors

• Updating staff contact list for all Jhpiego Indo office both in share folder and in excel format

• Updating extension list for Jakarta office

• Work closely with office helpers to keep the meeting room clean and ready to use

• Tidy and maintain the reception area

• Assist My Choice Program Manager in making flight bookings and hotel arrangements for all My Choice staff

• Translating documents for My Choice program as requested

• Arranging meetings and transportation for My Choice staff

• Preparing PR and procurement assistance for My Choice program

• Perform other duties as assigned

• Workbased : Jakarta

 

 

Knowledge, Skills, and Abilities:

 

• Graduate from secretarial or business studies

• Minimum 2 years experience in office administration

• Knowledge of administrative and clerical procedures

• Able to work methodically, accurately and neatly

• Good oral and written communication skills

• Proficient in Microsoft Office Applications

• Highly meticulous with excellent interpersonal, communication and organizational skills

• Able to work in a fast-paced environment

• Able to work as part of a team

 

 

 

Please e-mail cover letter, CV, and indicate the position of interest in the subject of your email.

Email address  : IndonesiaHumanResources@jhpiego.org

Vacancy will be closed two weeks of this advertisement

Only short-listed applicants will be contacted