Administrative Assistant USAID TEMAN LPDP 112 views

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Background:                                         

IIEF is a respective Indonesian institution with long-standing experience in designing and implementing various global and national programs in education and capacity building, including significant experience in serving as the USAID contractor for some notable projects. IIEF is committed to promoting the development of the Indonesian people and institutions by expanding access to opportunity, and it offers expertise in scholarship and fellowship management, educational services, institutional capacity building, and testing and certification.  For more information about IIEF, please visit www.iief.or.id.

The USAID Technical and Management Support to scholarship providers (USAID TEMAN LPDP) Activity is a five-year project that aims to enhance the effectiveness of scholarship providers and strengthen the capacity to manage scholarships, build university networks, and undertake sustainable system-level reforms of policies and practices. The goal of this project is to increase the number of Indonesian students receiving LPDP-funded scholarships to U.S. graduate programs.

Roles and Responsibilities:

The Administrative Assistant will work closely with USAID TEMAN LPDP Project Accountant to ensure that all administrative tasks are completed and met with USAID and IIEF regulation and policy.

Detailed Tasks:

  1. Organize and schedule appointments and meetings,
  2. Maintain contact lists,
  3. Contact vendor to reserve hotels, airfare, car rent and others to support the travel,
  4. Produce and distribute correspondence memos, letters, and forms,
  5. Assist in the preparation of regularly scheduled reports,
  6. Develop and maintain a filing system,
  7. Order office supplies,
  8. Submit and reconcile expense reports,
  9. Provide information by answering questions and requests,
  10. Handle multiple activities,
  11. Prepare and monitor invoices,
  12. Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques,
  13. Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies,
  14. Carry out administrative duties such as filing, typing, copying, binding, scanning, etc.
  15. Maintain computer and manual filing systems,
  16. Handle sensitive information in a confidential manner,
  17. Coordinate office procedures,
  18. Develop and update administrative systems to make them more efficient,
  19. Resolve administrative problems,
  20. Manage staff appointments,
  21. Coordinate repairs to office equipment,
  22. Provide polite and professional communication,
  23. Implement clerical duties and administrative processes,
  24. To support the Project Accountant in finance area and financial reporting,
  25. Any other work related to the program as requested by the Chief of Party USAID TEMAN LPDP.

Qualifications:

  1. Demonstrates professional experience working in administrative and finance area.
  2. Having educational background in finance is a plus.
  3. Excellent writing skills in both Bahasa Indonesia and English.
  4. High level of interpersonal and communication skills.
  5. Understands the sensitivity of issues related to education.
  6. Experience working with USAID programs is preferred.
  7. Attention to details.

Reporting:

The Administrative Assistant reports to the Project Accountant USAID TEMAN LPDP and works with other USAID TEMAN LPDP team.

Home Based:

This position will be based in Jakarta.

Anticipated Travel:

Administrative Assistant may have to travel outside Jakarta and the travel to USAID TEMAN locations is expected and will follow IIEF policy regarding COVID-19.

Monthly Salary:

Ranges from IDR 6 million – 8 million (gross) depends on the experience.

Health insurance benefit.

Please send your: 1) Cover Letter, 2) updated CV to: satria.pradipta@iief.or.id by the latest Sunday, January 29, 2023 by 17.00 WIB.

Please put in the subject: Administrative Assistant-Your name

IIEF appreciates your interest in applying for this position, however only shortlisted candidates will be contacted.

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