TERMS OF REFERENCE
Position : Administration Assistant
Based in : Bogor Office
Line Manager : Administration Coordinator
Job Summary
The Administrative Assistant is responsible for providing administrative services, as well as logistic/ transportation support for Program activities both in WCS regional office and Indonesia Program, that conducted by Program staff in Bogor as well as WCS Staff in regional office. She/he must provide these services in an effective and efficient manner will ensure that municipal operations are maintained in an effective and efficient manner.
Responsibilities
Indonesia Program Administrative Support
- Be in charge of the reception area (accept visitors, answer the telephone, forward generic email to appointed staff, accept mails and deliveries, among others).
- Coordinate all logistical aspects of project administration including arranging travel, processing travel
• clearances, and fielding volunteer /consultants
- Label and maintain all administrative files including travel clearances/itineraries, visa requests for guest/consultant, and all other non-accounting related documentation
- Maintain and stock office supplies and process supply orders
- Responsible and organize meeting rooms
- Organize and maintain the office library
- Together with Administration Officer and Coordinator, support and organize and in charge for events conducted by Program staff in Bogor office.
- Manage the schedule of office vehicles and driver
- Provide secretarial services for the Country Director; Deputy Country Director, Operations Director and Senior Technical Advisor from time to time
- Undertakes other tasks as deemed necessary in line with the goal of providing management support to the Country Office as assigned by the HR and Administration Coordinator
Requirements
- Diploma Degree in Administration or equivalent experience in a similar position with an NGO or INGO (fresh graduated are welcome)
- Computer skills mandatory. Proficient in Microsoft Office Applications.
- Good administrative/office management skills
- Interpersonal skills, solid programming, financial and organizational development skills; and excellent analytical and financial planning skills
- Strong analytical and interpretative problem solving skills
- Able to multi-task, establish priorities and meet deadlines
- Able to work with minimum supervision
- Good oral and written communication skills. English and Bahasa-lndonesia
- Concern for wildlife conservation & environmental issues is essential.
Please note that the above TOR constitutes only the main responsibilities and duties of this position. As WCS-IP is a flexible organization, staff members are expected to undertake any other tasks that are allocated to them but which are not part of their regular TOR
Application Details
Please send a covering letter and CV in English to wcsindonesia@wcs.org not later than 3rd June 2020 stating in the subject line “Administration Assistant_(name)”. No correspondence, only short-listed candidates will be notified.