Country: Indonesia
Closing date: 19 Mar 2019
Organizational Context
The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world's largest humanitarian network, reaching 150 million people each year through its 190-member National Societies. The Organization acts before, during and after disasters, crises and health emergences to meet the needs and improve the lives of vulnerable people.
Our work is guided by seven fundamental principles (humanity, impartiality, neutrality, independence, voluntary service, unity and universality) , policies and by Strategy 2020, which voices our collective vision and determination to move forward in tackling the major challenges that confront humanity in the present decade. IFRC on has developed the Operational plan for 2016 in line with the overall strategic direction of the IFRC’s 8 Areas of Focus and 4 Strategies for Implementation of the plan and Budget 2016 – 2020. In addition, IFRC have been working together in enhancing the cooperation and coordination in Asia Pacific.
Job Purpose
- Assist and support the Senior Administration officer in progressing towards a strong IFRC that is effective, credible and accountable
- Work towards the achievement of the Federation’s goals in country/region of operation through effective managerial and lateral relations and teamwork.
Job Descriptions
- Welcome Services
- Ensure that telephone calls are effectively and professionally answered
- Attend to visitors and usher them to the relevant units
- Acknowledge visitors agenda of the day and to provide their drinks (e.g.: mineral water bottle etc.) during the visit.
- Organised booking of hotel accommodations and welcome pack for incoming guest
- Ensure that the reception area and meeting rooms are well maintained and kept clean, neat and tidy
- Update incoming guest list on the Sign Box system.
- Office Administration
- Organise the arrangement of outgoing documents or parcels via courier, post or shipment including repacking if needed.
- Be responsible for the receipt and delivery of mails, goods, documents, couriers etc. and to hand-it over to the recipient ASAP.
- Assisting in typing official forms and other documentations
- Prepare the Request for Payments forms whenever required
- Check the post boxes for incoming mails
- To do scanning of documents whenever required
- To do general photocopying, faxing, filing, records, data entries and preparation of printed material whenever required
- Tracking of Telephone calls and ensure that reimbursement on personal calls are collected from personnel
- Monitor the booking of meeting rooms on the Outlook System
- Update the Movement contact list
- Updated and records administration office expenses
- Maintain transport voucher is distribute to the right person and update the log book
- Maintain and record office supplies distribution
- Ensure all office automations and electrical items are in good working conditions
- Liaise with Building Management for repair or replacement of light bulbs, plumbing or related problems
- Assist with the set-up arrangement for meetings or trainings organised at the office whenever required
Other Related Tasks
To be able to do ad hoc jobs subjected by management e.g. buying things for the office, delivery of urgent letters and etc.
Any other administrative tasks as may be assigned by the Regional Administration Manager.
Job Requirements
- Diploma in Secretarial/ Social Science/Business Administration/Mass Communications or related field
- At least 2 years relevant experience as a receptionist and in office administration
Self – supporting in computers with knowledge on Ms Word and excel
Independent, proactive and highly organised
Good interpersonal skills and friendly
Possess a positive attitude, resourceful, hardworking, trustworthy and able to maintain confidentiality
How to apply:
How to Apply
Please submit your application letter addressing the above qualifications and experience with your curriculum vitae to: Indonesia.hrd@ifrc.org
Please indicate on the subject heading: Admin Assistant