{"id":4776,"date":"2019-07-16T10:58:09","date_gmt":"2019-07-16T10:58:09","guid":{"rendered":"http:\/\/icleiseas.org\/?p=4776"},"modified":"2019-07-16T11:02:17","modified_gmt":"2019-07-16T11:02:17","slug":"job-vacancy-administrative-assistant-jakarta-indonesia","status":"publish","type":"post","link":"https:\/\/icleiseas.org\/index.php\/2019\/07\/16\/job-vacancy-administrative-assistant-jakarta-indonesia\/","title":{"rendered":"Job Vacancy: Administrative Assistant (Jakarta, Indonesia)"},"content":{"rendered":"<p>Our Indonesia office based in Jakarta, Indonesia is looking for an Administrative Assistant. The successful candidate will support the office&#8217;s day-to-day operations with a particular focus on assisting the Finance and Administrative Officer in office management, bookkeeping, administrative, and logistical tasks.<\/p>\n<h4>Specific Duties:<\/h4>\n<p>Under the overall direction and supervision of the <em>Finance and Operations Officer <\/em>and the Country Manager, the <em>Administrative Assistant<\/em> will have the following duties and responsibilities:<\/p>\n<p><em>Accounting and Finance:<\/em><\/p>\n<ul>\n<li>Manage and secure the office\u2019s petty cash supply<\/li>\n<li>Lead the preparation of the cashbook<\/li>\n<li>Ensure complete filing of vouchers; check supporting documents to ensure accuracy according to the ICLEI format<\/li>\n<li>Ensure vouchers are equipped with complete, original, accurate supporting documents<\/li>\n<li>Assist the FOO in monitoring Accounts Receivables and Account Payables from project activities<\/li>\n<li>Assist the FOO in preparing bank reconciliation statements to ensure that all cash transactions appearing in the books of ICLEI Indonesia will match the bank records<\/li>\n<li>Assist FOO in preparing the ICLEI Indonesia Office annual operating budget; project-specific budgets, and financial reports.<\/li>\n<\/ul>\n<p><em>Office Administration and Operations:<\/em><\/p>\n<ul>\n<li>Respond to, screen, and transfer inbound phone calls.<\/li>\n<li>Serve as main receptionist to receive and direct visitors and\/or clients<\/li>\n<li>Perform general clerical duties including photocopying, faxing, sorting, and distributing inbound correspondence.<\/li>\n<li>Maintain and update digital and hard copy filing system<\/li>\n<li>Resolve administrative challenges and inquiries by coordinating preparation of reports, analyzing data, and identifying solutions.<\/li>\n<li>Maintain supplies inventory by regularly checking stocks; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies<\/li>\n<li>Coordinate and implement maintenance procedures for office equipment<\/li>\n<li>Implement preventive maintenance of office equipment; coordinate repairs if necessary<\/li>\n<li>Handle fixed asset inventory and tagging<\/li>\n<li>Coordinate filing and processing of office forms such as Travel Authorization, timesheet, and Leave Application<\/li>\n<\/ul>\n<p><em>Other tasks:<\/em><\/p>\n<ul>\n<li>Provide logistical and administration support during events<\/li>\n<li>Maintain and update contacts database<\/li>\n<li>Perform other tasks as maybe assigned from time to time<\/li>\n<\/ul>\n<h4><\/h4>\n<h4>Qualifications<\/h4>\n<p><em>Education:<\/em><\/p>\n<ul>\n<li>Bachelor\u2019s degree in Administration or Accounting<\/li>\n<li>Working proficiency of English both oral and written is preferable<\/li>\n<\/ul>\n<p><em>Working Competencies:<\/em><\/p>\n<ul>\n<li>Relevant finance experience is preferable, particularly in international or local NGO environment<\/li>\n<li>Familiarity of spreadsheet software including Microsoft Office applications (e.g. Access, Excel, Words, Power Point, etc.) is a must<\/li>\n<li>Understanding and experience on finance-related law and regulations in Indonesia, particularly related to cooperation with local and national governments, as well as international donors, is an added point<\/li>\n<li>Good organizational and planning skills, professional judgment, discretion, and problem solving<\/li>\n<li>Ability to communicate concisely and clearly<\/li>\n<li>Ability to perform a variety of specialized tasks related to results-based management, including support to design, planning and project implementation and reporting<\/li>\n<li>Ability to establish and maintain contacts with operational-level, officials of the participating local governments and other stakeholders required<\/li>\n<li>Possess excellent, analytical, organizational, interpersonal, communications and writing skills<\/li>\n<li>Shares knowledge and experience and actively work towards continuing personal training, acts on a learning plan, and applies newly acquired skills<\/li>\n<\/ul>\n<p><em>Corporate Competencies:<\/em><\/p>\n<ul>\n<li>Demonstrates commitment to ICLEI\u2019s vision, mission, and values<\/li>\n<li>Exerts strict adherence to corporate rules, regulations and procedures. Familiarity with the internal control framework and results-based management tool is a must<\/li>\n<li>Upholds integrity and honesty as personal value, with thorough attention to details<\/li>\n<li>Ability to work in international environment and willingness to learn<\/li>\n<li>Must demonstrate intellectual and social flexibility, cultural, gender, religion, race, nationality, and age sensitivity and adaptability<\/li>\n<li>Ability to manage multiple tasks at the same time without compromising both the quality of output\/s and project deadlines<\/li>\n<li>Must be willing to address and disclose work-related issues and problems in constructive and problem-solving approaches<\/li>\n<\/ul>\n<h4>Application Process<\/h4>\n<p>To apply, please submit a <strong><u>Cover Letter<\/u><\/strong> that demonstrates your experience, qualifications, salary expectation, and why you feel you would be the right choice for this position, along with your <strong><u>latest CV<\/u><\/strong>, completed <strong><u>Key Selection Criteria Response Form<\/u><\/strong>, and other <strong><u>supporting documents<\/u><\/strong> (Certificate of Education, Certificate of Work, etc.).<\/p>\n<p>Please send all materials in <strong>one .pdf file<\/strong> through email with subject \u201c<strong>AAS \u2013 [your name]<\/strong>\u201d no later than<strong> 18.00 WIB on Friday\/ 27 July 2019<\/strong>, to: <a href=\"mailto:iclei-indonesia@iclei.org\" target=\"_blank\" rel=\"noopener\"><span style=\"color: #00ccff;\">iclei-indonesia@iclei.org<\/span><\/a>.<\/p>\n<p>Download the full ToR <a href=\"http:\/\/icleiseas.org\/wp-content\/uploads\/2019\/07\/TOR-Bookkeeper-Final.pdf\" target=\"_blank\" rel=\"noopener\"><span style=\"color: #00ccff;\">here<\/span><\/a>.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Our Indonesia office based in Jakarta, Indonesia is looking for an Administrative Assistant. The successful candidate will support the office&#8217;s day-to-day operations with a particular focus on assisting the Finance and Administrative Officer in office management, bookkeeping, administrative, and logistical tasks. Specific Duties: Under the overall direction and supervision of the Finance and Operations Officer [&hellip;]<\/p>\n","protected":false},"author":7,"featured_media":0,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[87],"tags":[],"class_list":["post-4776","post","type-post","status-publish","format-standard","hentry","category-opportunities"],"_links":{"self":[{"href":"https:\/\/icleiseas.org\/index.php\/wp-json\/wp\/v2\/posts\/4776","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/icleiseas.org\/index.php\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/icleiseas.org\/index.php\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/icleiseas.org\/index.php\/wp-json\/wp\/v2\/users\/7"}],"replies":[{"embeddable":true,"href":"https:\/\/icleiseas.org\/index.php\/wp-json\/wp\/v2\/comments?post=4776"}],"version-history":[{"count":4,"href":"https:\/\/icleiseas.org\/index.php\/wp-json\/wp\/v2\/posts\/4776\/revisions"}],"predecessor-version":[{"id":4781,"href":"https:\/\/icleiseas.org\/index.php\/wp-json\/wp\/v2\/posts\/4776\/revisions\/4781"}],"wp:attachment":[{"href":"https:\/\/icleiseas.org\/index.php\/wp-json\/wp\/v2\/media?parent=4776"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/icleiseas.org\/index.php\/wp-json\/wp\/v2\/categories?post=4776"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/icleiseas.org\/index.php\/wp-json\/wp\/v2\/tags?post=4776"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}