Country: Indonesia
Closing date: 27 Jun 2019
Organizational Context
The International Federation of Red Cross and Red Crescent Societies (IFRC or “the Federation”) is the world’s largest volunteer-based humanitarian network. The Federation is a membership organization established by and comprised of its member National Red Cross and Red Crescent Societies. Along with National Societies and the International Committee of the Red Cross (ICRC), the Federation is part of the International Red Cross and Red Crescent Movement. The overall aim of the IFRC is “to inspire, encourage, facilitate, and promote at all times all forms of humanitarian activities by National Societies with a view to preventing and alleviating human suffering and thereby contributing to the maintenance and promotion of human dignity and peace in the world.”
The IFRC Secretariat has a decentralized structure: five regional offices (each with several CCST and country offices reporting to it) covering the globe and responsible for frontline delivery through National Red Cross and Red Crescent Societies, backed by the Secretariat HQ based in Geneva. IFRC/AP region has developed the Operational plan for 2017 and 2018 in line with the overall strategic direction of the IFRC’s 7 Areas of Focus and 4 Strategies for Implementation of the Plan and Budget 2016 – 2020. In addition, IFRC’s AP and Country Cluster Support Teams work together to enhance the cooperation and coordination of support to National Societies and all Movement partners across the Asia Pacific.
The CCST Jakarta covers two countries, namely Indonesia and Timor-Leste, and is based in Jakarta, Indonesia. It reports to the APRO office. The Admin Assistant is part of the CCST Jakarta, and the position is located in Jakarta, Indonesia.
Job Purpose
The Admin Assistant will support the Sr. Admin Officer on the day to day operations.
Job ResponsibilitiesTravel Arrangement
- Support travel arrangements based on approved Travel Order and any necessary documents, including but not limited to Flight and accommodation reservation, transportation to and for, etc.
- Provide general support to visitors such as logistics arrangements
- Compile visitor information in respect of their flight schedules and accommodation, share with the other support services team (project area) members enabling them to facilitate the other arrangements including transportation, meetings, appointment, etc.
- Update the monitoring system of travel arrangement
- Assist in validate and reconcile supplier’s invoices document for payment e.g.: air tickets and hotel accommodation
Office Administration
- Assist in meetings or workshops arrangements.
- Maintain and updating contact lists
- Produce and distribute correspondence memos, letters, faxes and forms
- Order office supplies (stationary, panty, office asset, etc)
- Be responsible for the receipt and delivery of mails, goods, documents, couriers etc. and to hand-it over to the recipient ASAP.
- To do general typing, photocopying, scanning, filing, records, data entries whenever required
- Tracking of Telephone calls and ensure that reimbursement on personal calls are collected from personnel
- Updated and records administration office expenses
- Maintain transport voucher and office supply is distribute to the right person and update the log book
- Liaise with Building Management for repair or replacement of light bulbs, plumbing or related problems
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.
Job Requirements
- Educated to graduate degree level and/or can demonstrate equivalent intellectual capacity
- 2 years experience in office administration job
- Can use computers (Microsoft Excel, Word, Power Point, etc.)
- Preparing reports
How to apply:
Please submit your application letter addressing the above qualifications and experience with your curriculum vitae to: I**ndonesia.HRD@ifrc.org**
Please indicate on the subject heading: Admin Assistant