Administrative Assistant - Jakarta

Job Title: Administrative Assistant for International Livestock Research Institute (ILRI)
Duty station: Jakarta (potentially some in-country travel)
Reporting lines: Reports to the ILRI Project Coordinator and to the DFID Project Coordinator

Job description: To provide administrative support to ILRI projects in Indonesia to ensure their smooth running. This position works closely with the Project Administrator. This position will carry out the administration of the DFID project and the position holder must be clear on the booking of expenses between the different projects

Period: The position will be offered until 31 December 2009

Application details: Applications including your CV and cover letter should be submitted to j.carolina@cgiar. org A.S.A.P. (Interviews will be held during the week of July 13)

Duties include:
Administration:
· Assist the project administrator in facilitating the day-to-day activities of the project in sync with the work plan and schedule
· Communicate and provide information internally and externally to assist and enable organizational operations and effective service to connecting groups
· Respond to the daily flow of emails – including prioritizing and re-direction
· Assist the project administrator in assessing and managing administrative needs of the project and office
· Assist in maintaining internal and external relations through arranging and, when requested, participating in meetings.
· Liaise with ILRI office in Nairobi and elsewhere as necessary
· Ensure regular contacts and networking of different institutions & involved partners
· Assist the project administrator with secretarial support including photocopy requests, typing, filing, record maintenance
· Assist the project administrator with procurement and maintain asset register for office supplies and equipment

Travel and Workshop Arrangements:
· Arrange and monitor staff and visitor field travel including the preparation of travel authorizations, flight bookings, car rentals, local accommodation etc.
· Organize logistics for workshop participants together with the relevant finance support
· Organize workshop logistics as required in liaison with Ministry of Agriculture and other partners/ donors)
· Arrange for minute taking in workshops if required

Finance: DFID Component:
· Collate payment requests and compile relevant support documentation for submission in a timely manner
· Handle petty cash funds (receiving requests, payments, keeping register, replenishment requests)
· Verify monthly transactions, invoices received from the project accountant and return in a timely manner

General: Other duties as required

Candidate Profile
Qualifications:
· Diploma degree (D3) in secretary, accounting or management is preferred or an equivalent combination of education and relevant experience
· A minimum of 3 years experience working as an Administrative Assistant or Secretary

Skills:
· Excellent written and spoken English and Bahasa
· Experience in the usage of computers and office software packages (MS Word, Excel, power Point)
· Previous experience with an international organization
· Ability to multi task and work without close supervision and under pressure

Values and attitudes:
· Has initiative and good in multi-tasking
· Display cultural gender, age, religion, race, nationality and age sensitivity and adaptability
· Values team work
· Willingness to travel

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