Palembang – Administration Assistant

The Zoological Society of London is an international wildlife conservation organization with a focus on science- based and pragmatic solutions. ZSL has been active in Indonesia for about 10 years, with a particular focus on the overlap between industrial development and biodiversity conservation. ZSL’s Indonesia is based in Bogor, West Java, with existing field projects in Jambi and South Sumatera. We are now looking for:

Palembang – Administration Assistant
Terms and Condition
Start Date : January, 2018
Duration of Contract : One year fixed-term contract, with potential to extend
Work Area : Palembang
Hours of Work : Monday to Friday from 09.00 am up to 05.00 pm
Reporting to : Operations Manager – Palembang
Other : Administration Team Bogor

Key Purpose of the Job
The Administration Assistant will be responsible to organize the development and implementation of all administration daily activities, procedures and systems.

Main Responsibilities
1. Responsible to answer and direct phone calls;
2. Assistance with the organization of numerous workshops and meetings in Palembang and project
area/s;
3. Assist the Office Manager for all office equipment and supplies (procurement, maintenance and
repair, registration/insurance coverage)
4. Responsible to update calendar activities and appointments for the Operation Manager
5. Responsible to do inventory for office assets and set up maintenance schedule for vehicles and
equipment
6. Responsible in maintain contact lists of partners, stakeholder, vendor, government;
7. Responsible to produce and distribute correspondence memos, letters, faxes and forms;
8. Assist in the preparation of regularly scheduled reports;
9. Responsible develop and maintain a filing system related with office and project documents
10.Responsible to order office supplies;
11.Responsible to book travel arrangements of the staff in line with the SOP;
12.Responsible to provide general support to visitors;
13.Responsible for secretarial administration tasks (e.g. photocopying, printing, binding etc.);

Building Relationships

The job requires constant internal interaction/communications, in person with ZSL staff colleagues in the Palembang office, and over the phone and email
Mental Demands
The position will require close attention to detail and therefore concentration on the work in hand, precision and accuracy being vital attributes.

Flexibility

The position will be relatively routine in terms of day-to-day tasks during office hours – however sometimes e.g. during field trips or when a workshop is being organized the next day, some flexibility in working hours may be required.

Expectations of Job Holder

• To ensure that the policy for equality of opportunity is adhered to and promoted in all aspects of
the post holder’s work;
• To ensure effective quality control and continuous improvement in all aspects of the work and
responsibilities attached to this post;
• Demonstrate professionalism towards sensitive and confidential information;
• To comply with and promote Health and Safety policies and procedures and to undertake recommended
Health and Safety training as and when necessary;
• To be committed to professional self-development, through participation in in-service training as
necessary for the successful carrying out of the job;
• To undertake such other duties as are commensurate with the grade of the post.

NB: This job description is designed to outline a range of main duties that may be encountered. It is not designed to be an exhaustive list of tasks and can be varied in consultation with the post holder in order to reflect changes in the job or the organization.

Person Specification
A. Qualifications & Experience
1.Bachelor or Diploma in any social study
2.Proven Administration Experience
3.Proven experience in Office Management
4.Proven experience in basic financial management;
5.Experience of project management tools, systems and protocols desirable;
6.Ideally some experience of writing scientific reports and papers;
7.Previous work for an international NGO is desirable;
8.Previous work (directly or indirectly) with Government of Indonesia institutions would also be a
strong advantage.

B. Knowledge
1.Good knowledge of procurement and logistics

C. Skills & Abilities
1.Competent in the use of Microsoft Excel (especially spreadsheets for financial management,
Microsoft Word, and other Microsoft tools and advantage;
2. Ability to work with minimal supervision;
3. Flexible and ability to work under pressure and to often tight deadlines;
4. Ability to prioritize jobs;
5. Excellent administrative and organizational skills (e.g. filing etc.);
6. Excellent communication and negotiation skills;
7. An ability to interact effectively with a variety of staff from various cultures and countries;
8. Ability to comfortably read, write, and speak English;
9. Trustworthy and high level of professional integrity e.g. to keep personal staff information in
strict confidence.

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The Zoological Society of London is
an international wildlife conservation organization with a focus on
science-based and pragmatic solutions. ZSL has been active in Indonesia for
about 10 years, with a particular focus on the overlap between industrial
development and biodiversity conservation. ZSL’s Indonesia is based in Bogor,
West Java, with existing field projects in Jambi and South
Sumatera.

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