[newdevjobsindo] Vacancy: Administrative Officer

Januari 26, 2023   Comment  

VACANCY ADVERTISEMENT

 

Konservasi Indonesia is a national foundation established to support sustainable development in the country. We are the main partner of Conservation International in Indonesia.

 

We envision a healthy and prosperous Indonesia where biodiversity is valued and preserved. With offices and project sites across Indonesia, we promote a sustainable landscape-seascape approach and establish partnerships with multiple stakeholders across sectors and jurisdictions to deliver lasting impacts for people and nature in Indonesia.

 

As we are constantly expanding, we are currently hiring to fill the following position for our office in Jakarta:

 

Administrative Officer

(Code: AO)

 

 

Yayasan Konservasi Indonesia (KI), the main partner of Conservation International (CI) in Indonesia, envisions a healthy and prosperous Indonesia where biodiversity is valued and preserved. With offices and project sites across Indonesia, we promote a sustainable landscape-seascape approach and establish partnerships with multiple stakeholders across sectors and jurisdictions to deliver lasting impacts for people and nature in Indonesia.

The Administrative Officer provides administrative and secretarial support for the policy, communications, and partnership departments. Responsible for the day-to-day administrative activities including drafting, formatting, and proofreading routine correspondence; filing and record-keeping; scheduling appointments, meetings, and conferences; distributing mail; managing travel arrangements; processing payments and reimbursements; and providing related administrative and logistical support. This position will act as a primary point of contact for the department and regularly communicates with program staff and outside parties if needed.

 

KEY RESPONSIBILITIES

·       Provide for the overall administrative needs of the for the policy, communications, and partnership department;

·       Act as a liaison with other departments. Handle routine information and act as a resource to others including responding to routine requests for information;

·       Maintains files of rules, regulations, administrative instructions, and other related documentation;

·       Maintain business calendars as directed including scheduling appointments, meetings, and conferences, as well as put the calendar on the online media, i.e. Teams, Website (when necessary).

·       Prepares, processes and follows-up administration and financial matters including check requests, travel reimbursements, and other routine financial transactions;

·       Support communications to follow up external administration matters, including ISBN and logo registrations,

·       Performs other related administrative duties, as required, e.g., operational travel programme; monitoring accounts and payment to vendors and consultants for services; identification of office technology needs and maintenance of equipment, software, and systems; organizing and coordinating administrative arrangements for events (I.e. seminars, conferences, workshops), and translations.

 

ADDITIONAL RESPONSIBILITIES

·       Take minutes and keep records of staff meetings;

·       Maintain databases and project plans related to policy, partnership, and communications.

PEOPLE AND RESOURCE MANAGEMENT RESPONSIBILITIES

·       Assists peers and helps direct the work of temporary employees, contractors, or volunteers.

·       Not accountable for an operating budget but tracks and monitors expenditures. Initiates check requests or similar routine transactions within established guidelines.

·       Activities help manage public or private funds but are not directly accountable.  Familiar with the requirements of donor agreements and KI's donor-related policies and procedures.

QUALIFICATIONS

·       Bachelor's degree in any major;

·       Min. 2 (two) years related work experience in providing administrative and office support;

·       Proficiency with all MS Office software and web researching skills;

·       Good command in English;

·       Excellent organization and communication skills;

·       Attention to details;

·       Ability to prioritize, manage, and complete high-volume and diverse tasks by deadlines;

·       Ability to be proactive and comfortable working in a fast-paced environment with changing priorities;

·       Able to work as a team and under general supervision.

 

WORKING CONDITIONS

• Typical office environment, working fully from the office (WFO).
• Possibility of traveling to event venues.

 

Please send your current resume and cover letter (no more than 4 pages) to:

indonesia.hrd@konservasi-id.org

 

Please fill the "subject" column of the e-mail with this format:

< AO> - < your name >

 

Closing date for the application is Feb 9, 2023

 (Only short-listed candidates will be notified).