Administrative Assistant (Aa)

Devjobsindo ORG; Jakarta Pusat; On-site; IDR 78,120,000 - 156,240,000; Full time

Job summary

The Administrative Assistant position at FINCAPES Jakarta Office supports office operations, procurement, travel arrangements, and records management for a 5.5-year climate project. The role collaborates with Field Finance Manager and Office Manager, with coordination across Jakarta-based stakeholders.

Ideal candidates have a Bachelor’s degree and at least 3 years in administration, finance, or grants/contracts, plus strong English and Indonesian communication skills and proficiency in Office

Qualifications

• Bachelor’s degree in finance or accounting, administration, management, or another economics-related subject (preferred).
• Minimum of 3 (three) years of working experience in office administration, grants/contract, finance, and accounting.
• Ability to adapt to and utilize administrative and financial systems.
• Proficiency in Office 365: word processing (Microsoft Word and Power Point) and spreadsheets applications. Knowledge of accounting software will be an advantage.
• Excellent verbal and written communication skills.
• Demonstrates detail orientation, proactive attention to outcomes and expectations, and ability to understand and effectively use information and data.
• Adaptive to working in a team and as an individual with proven ability to work independently and manage time effectively.
• Proven interpersonal skills in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity and gender.
• Able to work to tight deadlines and adapt quickly to changing environments.
• Self-starter able to exercise independent judgment in areas of time management, task prioritization and decision-making – while keeping manager up to date on progress.
• Exceptional verbal and written communication ability.
• Strong internet and online research skills.
• Basic skill graphic design
• Fluency in Indonesian and English, both orally and verbal.

Responsibilities

• Administration: responsible for the procurement process related to the project (hotel reservations, equipment, printing, call for proposals, etc).
• Provide administrative and logistical support for national-level workshops, meetings, and events, including travel arrangements and accommodation for staff and consultants.
• Administration of daily posts.
• Write minutes of project internal meetings, Steering Committee meetings, Technical Meetings and others if needed.
• Assist in data entry for project database.
• Manage petty cash and maintain records of expenditures.
• Maintain office equipment and inventory; transmit monthly inventory list to Admin/Logistic Manager.
• Maintain contact database with vendors and partners.
• Help ensure timely distribution of reports and documents to Jakarta stakeholders.
• Management of stationery and pantry items.
• Conduct general administrative functions and filing system maintenance.
• Assist in processing documents and approvals in Jakarta such as Surat Rekomendasi, Surat Penugasan, IMTA, KITAS visa and procurement docs.
• Prepare documents related to reports as required.
• Other duties as assigned by supervisor.
• Willing to travel as needed.

Skills

Office 365 proficiency

Communication skills

Time management

Interpersonal skills

Multicultural sensitivity

Graphic design basics

Bilingual Indonesian/English

Education

Bachelor’s degree in finance or accounting, administration, management

Tools

Microsoft Word

PowerPoint

Excel

Accounting software

Job description

The FINCAPES (FloodImpacts,CarbonPricing, and Ecosystem Sustainability) project is a multi-stakeholder, gender-responsive initiative to help Indonesia adapt to, and mitigate climate change, and conserve biodiversity in a socially and economically sustainable manner. Jointly undertaken by the University of Waterloo’s Faculty of Mathematics and Faculty of Environment, the project is a 5.5-year initiative funded by Global Affairs Canada to help Indonesia build capacity within government agencies, universities, and related partners.

The FINCAPES project will provide capacity building to support and catalyse Indonesia’s effort through:

• Increasing capacity of government, industries, and citizens to adapt to and mitigate financial impact of flood risk.
• Accelerating application and replication of Nature-based Solution (NbS) for peatland and mangrove restoration and conservation.
• Strengthening national-level governance capacity for climate change mitigation and adaptation.

Summary of Position

The Administrative Assistant reports to the Office Manager in the FINCAPES Jakarta Office. The AA plays key roles in administration tasks and activities. The AA works closely, and constantly with the Field Finance Manager and Office Manager, The AA collaborates closely with the FINCAPES Project in IPB, Field Coordinators and liaises with FINCAPES administration and technical team members in Jakarta.

Key responsibilities and duties include:

Administration:

• Responsible for the procurement process related to the project (e.g: hotel reservations, equipment, printing, call for proposals, etc)
• Provide administrative and logistical support for national-level workshops, meetings, and events organized by the project, such as travel arrangements and accommodation for staff and consultants, including flight bookings, hotel accommodations, and car rentals.
• Administration of daily posts.
• Write minutes of Project internal meetings, Steering Committee meetings, Technical Meetings and others if needed.
• Assist in data entry for project database.
• Manage petty cash and maintain accurate records of expenditures.
• Responsible for maintainance of office equipment such as printers, notebooks, telephones, etc.
• Maintain an accurate and up to date inventory of all FINCAPES Jakarta property and transmit monthly inventory list to the Administration/Logistic Manager.
• Maintain contact database with current and accurate information on vendors and partners.
• Help ensure timely distribution of reports, documents, knowledge products and letters to Jakarta-based stakeholders.
• Management of stationery and pantry items.
• Conduct general administrative functions as requested in support of the maintainance of an updated and easily accessible paper and electronic filing system.
• Provide assistance to facilitate the processing of various documents and approvals which must be sought in Jakarta including, but not limited to, Surat Rekomendasi, Surat Penugasan, work permits, IMTA, KITAS visa and procurement-related documents.
• As required, assistance in preparing documents related to reports.
• Other duties as assigned by supervisor.
• Willing to travel as needed.

Qualifications

• Bachelor’s degree in finance or accounting, administration, management, or another economics-related subject (preferred).
• Minimum of 3 (three) years of working experience in the field of office/project administration, grants/contract, finance, and accounting. Experience working with GAC or another international donor-funded project will be an advantage.
• Ability to adapt to and utilize administrative and financial systems.
• Proficiency in Office 365: word processing (Microsoft Word and Power Point) and spreadsheets applications. Knowledge of accounting software will be an advantage.
• Excellent verbal and written communication skills.
• Demonstrates detail orientation, proactive attention to outcomes and expectations, and ability to understand and effectively use information and data.
• Adaptive to working in a team and as an individual with proven ability to work independently and manage time effectively.
• Proven interpersonal skills in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity and gender.
• Able to work to tight deadlines and adapt quickly to changingenvironments.
• Self-starter able to exercise independent judgment in areas of time management, task prioritization and decision-making – while keeping manager up to date on progress
• Exceptional verbal and written communication ability.
• Strong internet and online research skills.
• Basic skill graphic design
• Fluency in Indonesian and English, both orally and verbal.