Job Vacancy - USAID-C4J Administrative Assistant

Chemonics International Inc., a leading international consulting firm, seeks to fill the following long-term, full-time position for a pr... thumbnail 1 summary
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Chemonics International Inc., a leading international consulting firm, seeks to fill the following long-term, full-time position for a project funded by the U.S. Agency for International Development (USAID), Indonesia Changes for Justice (C4J). The primary objective of the C4J project is to improve the performance of Indonesia’s justice system, a prerequisite for good governance and sustained economic growth, through cooperation with the Supreme Court and Attorney General’s Office (AGO) of the Republic of Indonesia, as well as with local communities to combat threats to biodiversity.

ADMINISTRATIVE ASSISTANT

Job Responsibilities
The Administrative Assistant will at all times adhere to and act according to the Chemonics Professional Code of Ethics (“Living Our Values”) and will make the principles of the Code a part of the project’s culture and standard operating procedures.

The Administrative Assistant will also ensure that a good and professional relationship with the universities providing degrees and judicial or prosecutorial training outside Indonesia is fostered and maintained throughout the life of the project. Under the Office Manager’s direction the Administrative Assistant will contribute to the annual work plan contract specifications. The Administrative Assistant will be ready to undertake other project duties as required by the COP and DCOP, if needed.

Under the supervision of the Office Manager, the Administrative Assistant will:
  • Coordinate all logistical aspects of project administration including arranging travel, processing travel clearances, fielding consultants, recording and keep track of project files
  • Assist with formatting project reports as required
  • Support other administrative assistant to fulfill office management duties including, answering phones, photocopying, faxing, ordering supplies/workshop materials, etc. 
  • Maintain and stock office supplies, and process supply orders from the Office Manager
  • Label and maintain all administrative files including travel clearances/itineraries, visa requests, consultant transport and lodging information, and all other non-accounting related documentation
  • Provide administrative support to the Office Manager, Chief of Party, and other task leaders
  • Prepare reports of meetings convened or attended by project management
  • Assist Office Manager in hosting project visitors and arranging meeting details
  • Answer inquires and supply available project information from other Chemonics projects, USAID staff and other development projects as necessary
  • Assist Office Manager in sending monthly expenditure reports and back-ups to Chemonics home office
  • Fulfill other administrative functions as required

Reporting

The Administrative Assistant reports directly to the Office Manager. She will prepare regular oral and written progress reports that demonstrate the status of project activities toward expected results, as well as other reports as required.

Qualifications

  • At least 3-5 years administrative management experience, preferably with large-scale international projects
  • Good English and Bahasa Indonesian required
  • Good formatting skills for reports and presentations
  • Successful experience working in a diverse, face-paced environment
  • Excellent computer and typing skills including, Microsoft Word, Excel, Outlook exchange email system, and desktop publishing software such as Adobe, Photoshop, and other similar programs. 
  • Versed in office administration duties including faxing, photocopying, answering phones, arranging meetings
  • Bachelors degree or 5 years administrative experience required
Compensation
Compensation will be negotiated with Chemonics International, and will be based on demonstrated salary history, professional experience, education and training, and other market factors.

Time Frame
This long-term, full-time position is available immediately and is expected to last for the duration of the project.  The project ends on 11 May 2015. 

Interested applicants for this position are requested to send a cover letter and resume with references (references will not be contacted prior to the interview) to c4jproject@gmail.com as soon as possible but no later than Saturday, 6 September 2014. This vacancy will be open until the position is filled. Please indicate the position in the subject line.  Only the strongest candidates will be contacted. No telephone inquiries, please. The successful candidates for these positions will be subject to USAID approval and USAID local salary scales for technical positions.
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