Receptionist & Administrative Officer 262 views

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Position Title                     : Receptionist & Administrative Officer
Location                              : Jakarta
Period of Assignment       : March 2022 – March 2023 (1 year) with a possibility of extension

BACKGROUND:

The Australia-Indonesia Partnership Towards an Inclusive Society (AIPTIS) is a $75m, 5-year investment (2021-25) that will contribute to the broader development goal of No one is left behind – more marginalised people participate in and benefit from Indonesia’s socio-cultural economic, and political development

AIPTIS continues Australia’s support to Indonesia’s prosperity, building on advancements in the areas of gender equality and women’s empowerment, social inclusion, and civil society strengthening. This includes experience and lessons working in community-driven development, civil society programs, women’s empowerment, and inclusive development programs – most recently through MAMPU and Peduli. It also builds on decades of work by Indonesian CSOs and social movements, including the women’s movement to advance GEDSI.

AIPTIS supports the shared policy priorities of GoI and GoA. It is aligned with Pillar One of the Indonesia- Australia Comprehensive Strategic Partnership, and the associated Plan of Action, which commits to cooperation to “address poverty and inequality, promote women’s leadership and empowerment on disability-inclusive development; the Stability Pillar of the Australia-Indonesia COVID-19 Development Response Plan; and the Government of Indonesia (GoI) Medium-Term Development Plan (RPJMN IV 2020- 2024). AIPTIS supports the RPJMN agenda of “enhancing the quality and competitiveness of human resources”, and specifically the RPJMN’s Gender Equality and Women Empowerment policy and its Social Inclusion policy direction. It also supports Indonesia’s commitment to the Sustainable Development Goals (SDGs), and the call to “Leave no one behind” in development, while responding to the impacts of the COVID-19 pandemic, including the disproportionate socioeconomic impacts on women and communities experiencing marginalisation as well as the potential threats posed to civil society spaces.

DUTY STATEMENT:

Reporting to the Finance and Administration Manager (FAM), the Receptionist and Administrative Officer is responsible for all administrative and clerical duties necessary for effective office management of the AIPTIS Program. Duties includes welcoming visitors, maintaining petty cash, inventory of office supplies and office car logbook, as well as organise meeting room schedule. Providing these services in an effective and efficient manner will ensure administrative activities run smoothly on a daily and long-term basis and in accordance with the procedures and guidelines laid out in the AIPTIS Operations Manual.

SPECIFIC DUTIES:

Under the supervision of the finance and Administration Manager, the RAO will be responsible to:

Receptionist

  • Greeting and directing visitors, answering phone inquiries in a courteous, professional manner
  • Forwarding/distributing and storing correspondence, such as letters and packages, to staff members ensuring that it logged, day stamped and passed to the recipient.
  • Administer of supporting staff and supervised cleanliness of office.
  • Managing AIPTIS official outgoing letter reference number.

Administration

  • Organising/coordinating/arranging office meeting room schedules.
  • Maintaining petty cash, keep track its disbursement with accurate record and receipt
  • Management of consumables’ stocks. Managing employee’s request on office supplies. Ensuring office supplies, groceries, toiletries, and cleaning supplies are available and well maintained, including checking/maintaining inventory logbook, and place purchase request based on regular stock take and systematically storing office supplies.
  • In coordination with Procurement Officer to supervise copy/fax machines operation, or other equipment necessary include coordination with maintenance vendors to repair or replace damaged office equipment.
  • Vehicles management such as managing driver’s schedules in picked-up and dropped of AIPTIS team members, maintaining vehicle’s logbook for kilometrage, fuel consumption, parking ticket and/or other costs making sure completeness of receipts upon acquittal/reimbursement.
  • To assist during the absent of Travel & Administration Officer

Others

  • Deliver other assigned duties accurately and on a timely manner.
  • Perform other related duties as required. Perform such other duties as may be assigned.

JOB REQUIREMENTS:

  • Bachelor’s degree in any related field
  • Minimum of 4 years’ work experience as an Administrative Officer, Administrator, or similar role
  • Solid knowledge of office procedures
  • Experience with office management software like MS Office (MS Excel and MS Word, specifically)
  • Strong organization skills with a problem-solving attitude
  • Excellent written and verbal communication skills
  • Attention to detail
  • The ability to multitask
  • Women and people with disabilities are encouraged to apply

APPLICATION PROCESS:

Candidates are encouraged to apply as soon as possible, by February 4th, 2022 at the latest.

For your application to be considered,

  • Please send your application to recruitment@aiptis.or.id
  • Please put “Application – Receptionist & Administrative Officer”  in the email subject.

We thank all applicants, however, only those shortlisted will be contacted.

We are an equal opportunity employer and value diversity and inclusion.

  • This job has expired!
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