The Wildlife Conservation Society (WCS) has a distinguished history of experts exploring and saving wildlife in some of the most remote and wild places remaining on Earth. WCS Indonesia Program (WCS-IP) has significantly grown over the last decades, and contributed substantially in supporting the Government of Indonesia (GoI), particularly Ministry of Environment and Forestry (MoEF) in conserving Indonesia's biodiversity. WCS-IP currently has programs focusing on landscape/seascape conservation, species conservation actions and engaging local communities.
To ensure the implementation of administration tasks of WCS-IP fully in its office in Bogor, West Java, meets operational, effective, efficient, and delivered to the highest standards, we are looking for an administrative officer to fill the position.
The Administration Officer is responsible for providing administrative, clerical, and logistical services for program activities conducted by program staff in Bogor. Providing these services will ensure that municipal operations are maintained effectively and efficiently.
RESPONSIBILITIES:
Indonesia Program Administrative Support
- Be in charge of the reception area including welcoming visitors, answering telephone calls, sorting emails to appointed staff, handling 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
- Stock and maintain office supplies, stationaries, and process supply orders
- Assure on regular maintenance of the office facilities, vehicles, furniture, and equipment
- Assure follow through on maintenance agreements, contracts, and vehicle document registration/extension
- Coordinate the repair and maintenance of vehicles, office equipment and office repairs
- Assist Admin Coordinator managing asset disposal process according to WCS, local regulation and donor guidelines
- Responsible and organize meeting rooms
- Organize and maintain the office library
- Together with Administration Officer and Coordinator, support and organize as well as in-charge for events conducted by Program staff in Bogor office.
- Manage the schedule of office vehicles and driver
- Ensure efficient and effective transport and other logistic services
- Provide secretarial services for the Country Director, Deputy Country Director, Operations Director, and Senior Technical Advisor from time to time
- Undertake other tasks as deemed necessary in line with the goal of providing administrative/management support to the Country Office as assigned by Administration Coordinator
REQUIREMENTS
The ideal candidate will have:
- Diploma Degree in Administration or equivalent experience in a similar position with an NGO or INGO. Fresh graduates are welcome to apply.
- Computer skills is mandatory. Proficient in Microsoft Office applications.
- Good administrative/office management skills
- Good 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 in English and Bahasa lndonesia
- Concern for wildlife conservation & environmental issues is an advantage
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