Administrative Assistant

Jhpiego; Daerah Khusus Ibukota Jakarta; On-site; IDR 100.000.000 - 200.000.000; Full time

Job summary

A health-focused organization is seeking an Administrative Assistant in Jakarta, Indonesia. The role involves supporting procurement and administration activities, maintaining vendor relations, and managing inventory. Candidates should have a diploma in administration or related field, with three years’ experience in project administration. Proficiency in Microsoft Office applications and strong communication skills are necessary. This position is an opportunity to work in a professional environment with a focus on collaboration and efficiency.

Qualifications

• Minimum of three years’ experience in project administration.
• Proven ability to collaborate and communicate within a team.
• Familiarity with travel booking platforms and procurement workflows.

Responsibilities

• Assist with procurement and administration activities.
• Maintain vendor database and update data regularly.
• Handle inventory of office stationery and manage transportation.

Skills

Collaboration

Communication

Inventory management

Vendor relations

Confidentiality

Time management

Education

Diploma in administration or related field

Tools

Microsoft Excel

Microsoft Word

Microsoft PowerPoint

Job description

Overview

Administrative Assistant will support procurement & administration activities for all projects in Indonesia. She/he will ensure that procurement & administration systems are maintained in an accurate and timely manner.

Responsibilities

• Assist Sr. Procurement & Admin Officer in processing the procurement from the field and Jakarta office, including searching the vendor and developing the Customer Order (CO)
• In coordination with Sr. Procurement & Admin Officer maintain the vendor database, including updating data regularly
• Preparing the supporting document for payment process including completing the procurement checklist
• Responsible in the inventory of office stationery, including the record and procuring the stock
• Assist Sr. Procurement & Admin Officer in managing and arranging staff transportation, including booking the train and flight
• Responsible in reviewing the log sheet of car operational in national office
• Assist Sr. Procurement & Admin Officer in processing the preferred vendor for national and provinces/districts
• Together with finance and administration team conduct the terrorist check list (Descartes)
• Other tasks requested by supervisor

Required Qualifications

• Diploma degree in administration or a related field, with a minimum of three years’ experience in project administration.
• Proven ability to collaborate and communicate effectively within a team environment.
• Proficient in Microsoft Office applications, including Excel, Word, and PowerPoint.
• Experience handling vendor relations, inventory management, and payment documentation
• Familiarity with travel booking platforms and procurement workflows
• Demonstrates a high level of professionalism and discretion in handling confidential information.
• Capable of working efficiently under pressure, managing multiple priorities, and meeting tight deadlines.

How to Apply

Applicants must submit a single document for upload to include : cover letter, resume and 3 (three) references

For further information about Jhpiego, visit our website at www.jhpiego.org

Note: The successful candidate selected for this position will be subject to a pre-employment background investigation.

Jhpiego is an Affirmentative Action/Equal Opportunity Employer

Jhpiego, a Johns Hopkins University affiliate, is an equal opportunity employer and does not discriminate on the basis of gender, marital status, pregnancy, race, color, ethnicity, national origin, age, disability, religion, sexual orientation, gender identity or expression, veteran status, other legally protected characteristics or any other occupationally irrelevant criteria. Jhpiego promotes Affirmentative Action for minorities, women, individuals who are disabled and veterans.

EEO is the Law