IFES is an international,
nonprofit organization that supports the building of democratic societies. 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:
· Provide administrative support to the
office of approximately 25 staff
· Set up and monitor the IFES
Indonesia’s office filing system and follow up system ensuring accuracy and
confidentiality. Ensure close follow up on deadlines and commitments and keep
updated the electronic filing system. Review, prioritize and route
correspondence to and from the IFES Indonesia office. Take proactive follow-up
action and keep the COP and DCOP informed;
· Research files, collect information
and organize materials to meet the program needs
· Serve as a project assistant on
various activities as directed by the COP and DCOP.
· Facilitate the flow of
information/communication between the Chief of Party, Deputy Chief of Party and
other staff within and outside the office; recommend and/or establish systems
and streamline procedures to enhance established workflows;
· Promptly route all correspondence,
directives and requests to the COP and DCOP for timely action and/or signature;
review correspondence for proper internal clearances prior to COP and DCOP’s
signature;
· Undertake logistical and
administrative arrangements for meetings, events, workshops and field
monitoring visits organized by the office;
· Manage driver and vehicle dispatch and
ensure driver and vehicle timesheets are collected and verified thoroughly;
· Make travel arrangements for
International experts and local staff, prepare required travel requisitions;
Arrange hotel accommodations and other related logistics;
· Liaise and coordinate with finance and
procurement to ensure efficient and effective implementation of project
activities;
· Set up and manage administrative files
on COP’s mission travel and mission reports. Arrange hotel accommodations and
other travel related logistics;
· Manage calendars and schedule of
appointments and meetings; receive high ranking officials/visitors; take
minutes and/or notes, as required and answer and screen calls with tact and
discretion;
· Support the staff, COP and DCOP in
particular with preparation and updating of their travel plans. Make travel
arrangements, prepare required travel requisitions and confirmed the budget for
travel before proceed with the arrangement;
Requirements:
- A minimum of 3 years’ experience
performing administration functions in a comparable setting;
- Excellent interpersonal and
organizational skills;
- Proven ability to manage schedules and
organize travel;
- Excellent attention to detail and
ability to follow organization’s regulations and supervisor instruction;
- Ability to work after hours and weekends
upon request and prior arrangement;
- 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;
- Previous experience in working on formal
procedures is an advantage;
- A degree in secretarial support/business
administration/finance preferred but not required.
Interested candidates may send
their application to:
vacancy@ifesindonesia.org latest
by 11 May 2014
Only shortlisted candidates will
be contacted.
No phone inquiries.
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