An NGO-managed education project operating in seven provinces in
Indonesia seeks qualified candidates for Admin Assistant/Procureme nt (Based in Makassar) position.
The Administrative Assistant will be carrying out general administration and procurement duties and will be required to assist with the day to day running of the office, to provide administrative level support EDC Staff in Jakarta Office. Position demands a high level of responsibility with minimal supervision, independent performance of varied duties, extensive communication, command of organization, and excellent prioritization. The Administrative Assistant reports to the Office and Finance Manager.
§ Coordinate all logistical aspects of project administration including arranging travel, processing travel clearances, and fielding consultants;
§ Provide full support in preparing and implementing project workshops/trainings ;
§ Fulfill office management duties including answering phones, photocopying, faxing, ordering supplies/workshop materials, etc;
§ Maintain and stock office supplies and process supply orders from Office and Finance Manager;
§ Label and maintain all administrative files including travel clearances/itinerar ies, visa requests, consultant transport and lodging information, and all other non-accounting related documentation;
§ Coordinate visits to and from provincial offices of project personnel, consultants and visitors;
§ Provide administrative support to the Provincial Coordinator;
§ Prepare reports of meetings convened or attended by project;
§ Work closely with other DBE2 to arrange travel for local staff and international consultants;
§ Assist Office and Finance Manager in hosting project visitors and arranging meeting details;
§ Answer inquires and supply available project information to other DBE offices, USAID staff, and other development projects as necessary;
§ Works in conjunction with DBE 2 Jakarta to ensure compliance with USAID contract terms and provide administrative support as procurement administration, especially grant activities.
§ Collect all document as required for the grant process
§ Clarify and review documents submitted by vendor.
§ Checks backup documentation for procurement purchases for , and fraud indicators
§ Identify and deal with vendor
§ Organizing, maintaining and filling all documents related to grant process.
§ Fulfill other administrative functions as required.
Required Job Qualifications
§ At least 3-5 years administrative management experience, preferably with large-scale international projects;
§ Successful experience working in a diverse, face-paced environment;
§ Excellent computer skills including, Microsoft word, excel, Outlook exchange email system;
§ Versed in office administration duties including faxing, photocopying, answering phones, arranging meetings;
§ or 5 years administrative experience required;
§ Fluency in English and Bahasa Indonesian required.
To apply, send a CV and cover letter to rrieuwpassa@ edc.org
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