Deadline: -
Location: -
Job Type: Full Time
Yayasan Inisiatif Perubahan Akses menuju Sehat (IPAS) Indonesia, is a local foundation works as affiliation of Ipas global so that women and girls have improved sexual and reproductive health and rights through enhanced access to and use of safe abortion and contraceptive care as per Indonesia’s Law.
The Administrative Assistant is responsible for supporting office operations by carrying out activities pertaining to administrative functions and services of the office. S/he will be in-charge of the smooth running of day-to-day operations of the Yayasan IPAS Indonesia that includes performs basic administrative duties; assisting in general correspondence; coordinates the logistical of meetings and events; maintains and organizes physical and electronic documents.
The Administrative Assistant play a supportive role in clarifying and rolling-out the organization’s policies and procedures. S/he is dependable, organized, and has the attention to detail required to carry out tasks.
The Administrative Assistant work under the supervision of the HR/Office Manager and will work closely with the other staff and units within the Yayasan IPAS Indonesia.
Summary of Responsibilities
Provide day-to-day support of the administrative operations of the country program, to ensure office management and general administration processes are organized and efficient;
Ensure adherence to office administrative rules and procedures
Perform day to day administrative support services, such as coordinates and schedules meeting with external parti(es) as required; clerical duties by drafting correspondence (reports, letters and other documents) intended for both external and internal audiences as required; and document translation, if needed
Administer official travel arrangements of staff members, consultant and other sponsored travellers. This will include reserving flight or other mode of transportation and hotel accommodations.
Facilitates arrangement and other necessary logistic administrative support of conferences/meeting/training or other events;
Manage the filing, storage, and security of office documents. This includes manage the office filing system for both physical and Sharepoint documents;
Ensures all office equipment and facilities are maintained and used in most efficient, appropriate management and utilization, to support well-running office;
Oversee office cleaning and housekeeping of the office;
Provides procurement support services, by ensuring consistency and the quality of the steps or procurement process are completed; appropriate documentation is obtained, tracked, and maintained.
Perform procurement-related tasks as required by existing policy and guidelines (i.e sourcing, obtain quotations, summary quotations, preferred vendor procurements etc), as well as completed the process in the Workday (ERP) for procurement of both goods and services;
In coordination with other concerned staff, process the recruitment of consultant(s) as part of the procurement process;
Maintains merchandise and office supplies inventory (incl. stationaries) by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies;
Administer the office vehicle management, ensuring the Yayasan’s vehicle is maintained and used in the most efficient and appropriate manner;
Assist the HR in the recruitment/hiring processes that may include posting job openings, scheduling/arranging job interviews and assisting in interview processes.
Other
Perform other related duties as required
Position Requirements
Bachelor's Degree in Secretarial and Administration, Business Administration, Management, communication or other relevant discipline
Minimum of 2-3 years of experience in the area related to administration (or equivalent) in an organization or company
Exposure to relevant activities dealing with various non-profit organisations and/or related institutions will be an advantage
Good command in English (reading, speaking and writing)
Experience in planning and organising office events, such as meetings, conferences, or workshops
Experience to work in a multi‐cultural setting
Ability to work under minimum supervision and under pressure
High integrity and attention to details
Knowledge & Skills
Articulate, professional and able to communicate in a clear, positive manner with clients and staff
Passion, enthusiast, and interest in Ipas’s mission, and flexible to adapt to challenging work environment.
Good oral and written communication skills
Good critical thinking and problem-solving skills
Demonstrated organizational skills
Ability to motivate and work well with others
Ability to work successfully in a cross-cultural, team-based, global environment
Ability to create a supportive working environment amongst all country staff
Ipas is strongly committed to providing a work environment that is free from all forms of harassment, discrimination, and inequity. We recruit, employ, train, promote, and compensate our personnel without regard to race, age, sex, religion, national origin, color, creed, ancestry, citizenship, caste, ethnicity, regional identity, tribal identity, marital status, veteran status, disability, genetic information, gender identity, transgender status, sexual orientation, or any other personal characteristic protected by law or outlined by Ipas policy. Ipas acknowledges that these personal characteristics may differ in different contexts.
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