Wildlife Conservation Society Job Vacancy: Administration Assistant - Kota Agung, Indonesian

Job Summary:
Administration Assistant report directly to the finance and administration Officer and close coordination with Southern Sumatra Landscape Manager, Program Manager, WRU Coordinator, SMART Patrol Coordinator, Station research Way Canguk Coordinator him/her area of operation.

The main responsibility of the Administration Assistant is to perform administration task required by the project staff in her area of operation.

Administrative and HR Responsibilities: 
  • Compile and summarize timesheet records of staff in the field and submit data to head office for payroll preparation. 
  • Monitor leave information for field staff and submit to Finance and Administration Officer every month. 
  • Assist in filling letters/document and writing letters. 
  • Prepare and file contracts for houses/offices. 
  • Manage all procurement that require by Southern Sumatra area, and liaise with Head Office Admin Manager for further procurement process.
  • Ensure the upkeep of the field office (building, furniture, equipment, and vehicles) initiate the process for any necessary repairs and maintenance. 
  • Perform annual and semi-annual physical inventory of all office assets (furniture, equipment, office and project supplies and vehicles). 
  • Prepare, update, and file forms for office operations. 
  • Responsible for booking tickets, accommodation and airport transfer for WCS-IP staff, visiting WCS staff form New York and other country office, Consultants, Partners, Donors, etc, who are visiting the field/field office. 
  • Assist the Southern Sumatra Landscape Manager, WRU Coordinator, SMART Patrol Coordinator, Station research Way Canguk Coordinator in purchasing material to support their activities. 
  • Take care of annual taxes and extension of Vehicle Registration Certificate of WCS-IP vehicles at the field office. Coordinate this arrangement with the Admin Officer at Head Office. 
  • Take care of WCS-IP office and vehicle insurance at the field office. Coordinate the insurance arrangement with the Admin Officer at Head Office. 
  • Assist in training and meeting logistic that is held at the field/field office 
  • Organize and maintain the office library 
  • Manage the movement/opening of the office/mess
  • Serve as the main link between Head Office Program support team and Field Office staff. Keeps the management informed of area activities and of any significant problems. 
  • Work with the Head Office Administration Assistant, Administration Coordinator, Human Resources Manager as necessary to resolve any administrative or human resources issue in the field office. 
  • Maintain a complete and orderly filing system for all administrative and human resources documents. 
  • Assist the arrangement of event and meetings to support the Southern Sumatra Landscape program.
  • Provide secretarial services for the Project Staff from time to time.
  • Keep good relationship with the government official and WCS partners/stakeholders. Undertakes other tasks ad deemed necessary in line with the goal of providing management support to the Country Office as assigned by Human Resources and administration Manager.
How to apply: 
Please send a covering letter and CV in English to wcsindonesia@wcs.org not later than 3rd October 2018 stating in the subject line “Administration Assistant”.
No correspondence, only short-listed candidates will be notified.