Title: LTTA - Administrative Assistant
Project: USAID Ber-IKAN Activity
Location: Jakarta, Indonesia
Reports to: Office Manager and Operations and Finance Director
GENERAL DESCRIPTION
Company Description
Resonance is a global consulting firm that delivers market-based solutions to address the world's toughest challenges.
We work with changemakers in the private sector and the international development community to solve wicked problems and promote market opportunity. We specialize in developing partnerships, innovation, sustainable business models, and impact finance that drives impactful results.
Across our work, we integrate diverse voices and perspectives, and promote collaboration across sectors and up and down the chain—from the field to the boardroom. Throughout, we translate client ambition into action and impact on the ground.
Project Description
Resonance is seeking candidates to serve as the Administrative Assistant to assist Operations Team in implementing the USAID/Indonesia Ber-IKAN Activity, a five-year project operating until July 2027. The Collaborative Fisheries Management or "Ber-IKAN" Activity seeks to advance Indonesia's self-reliance to protect marine biodiversity by improving sustainable and equitable management of fisheries. It contributes to the 2020-2024 USAID Indonesia Country Development Cooperation Strategy, and focuses on the following four main objectives:
1. Improved adoption of and compliance with evidence-based fisheries policies for priority fisheries.
2. Strengthened small-scale fisheries governance.
3. Increased government and market-based incentives for sustainable seafood products.
4. Improved protection of ETP marine species affected by fishing practices.
RESPONSIBILITIES/ESSENTIAL FUNCTIONS
Objective
The Administrative Assistant will be responsible for maintaining daily operations of the USAID Ber-IKAN project. He/She will mainly assist Office Manager and work closely with Procurement Specialist, Program Support Assistant, Finance Officer, as well as HR and Operations Officer to ensure all administrative and event's financial tasks are completed and met with Resonance and USAID regulation and policy.
Activity Description
This position will support USAID Ber-IKAN program related with Operations with a range of tasks including but not limited to:
· Support the daily administrative operations of the project.
· Maintain accurate and complete operational record-keeping and filing systems, responsible for the orientation of all new staff in project record-keeping procedures.
· Responsible for the availability of office stationery and other office supplies.
· Assist in sending and receiving letters, and other correspondence.
· Work directly with the Operations and Finance Director and/or Office Manager on special projects as needed, including performing periodic audits and spot checks to monitor compliance with USAID Ber-IKAN requirements, policies, and regulations.
· Serve as PIC for Bluebird service and prepare monthly invoices.
· Work closely with the Office Manager to maintain expatriate work permit, MERP and stay permit, as well as maintaining expatriate residency extensions.
· Work closely with the Office Manager in maintaining relationships with office building management (landlord).
· Maintain petty cash management.
· Manage meeting reservations and scheduling for USAID Ber-IKAN office.
· Coordinate travel and logistics for events and staff in coordination between technical team members, the procurement specialist, and the finance and operations team.
· Work with the technical team to assist in preparation of meeting materials, including data collection, and participants confirmation.
· Prepare budget, advance request and cash advance settlement associated with conducting workshops/events.
· Undertake other assignments consistent with the above that may be given from time to time.
QUALIFICATIONS
The USAID Ber-IKAN is seeking an individual staff, which can demonstrate:
· Minimum High School or equivalent experience.
· Familiar in Administrative work.
· Experience with USAID policy and regulations.
· A positive and a can-do attitude, willingness to learn, and ability to adapt to changing priorities.
· Proficiency of Microsoft Office (Word, Excel, Power Point).
· Ability to apply laws, regulations and instructions and interpret Resonance and USAID policy.
BASE OF OPERATIONS
The location for this position is Jakarta, Indonesia with potential travel to USAID Ber-IKAN working areas.
REPORTING
The Administrative Assistant will report to the Office Manager as Primary Supervisor, and Operations and Finance Director as Secondary Supervisor
APPLICATION SEND
Interested applicants are invited to send their CV and Cover Letter to ber-ikanrecruitment@resonanceglobal.com. Applicants are instructed to write "Administrative Assistant – NAME" as the subject line of their email no later than March 10, 2024. We regret that we are unable to acknowledge receipt of all applications and only shortlisted candidates will be notified.
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