KNCV Tuberculosis Foundation Job Vacancy: Admin Assistant, Jakarta - Indonesia

Yayasan KNCV Indonesia is a partner of the KNCV Tuberculosis Foundation headquartered in The Hague, Netherlands. We collaborate and develop partnerships with the Government, international organizations, and local organizations in providing technical assistance and developing effective, efficient, innovative, and sustainable TB control strategies.

We are an organization of TB professionals, including doctors, researchers, training experts, and epidemiologists.

Our VISION is that Indonesia free of tuberculosis and other related public health problems.

Our MISION is to eliminate TB in Indonesia and other related diseases through the development and implementation of effective, efficient, and sustainable TB control strategies.

For our anticipated project, Yayasan KNCV Indonesia is looking for an: Admin Assistant

Duty Station: Jakarta

The Admin Assistant will provide support on administrative duties, including office and asset management, logistics, formalities, etc. S/he will also be responsible for handling the front office reception including but not limited to welcoming all visitors and directing them appropriately; notifying the appropriate staff of the arrival of the visitor; answering YKI telephone professionally and promptly, transferring the call if appropriate (introducing the caller before putting the call through), taking messages if needed; sorting & distributing mails; managing the meeting room schedule and any other admin related work a required.

Key Responsibilities include:

Administration & Travel Arrangement
  • Support the upkeep of the YKI Master Asset Register
  • Help to ensure that all goods are put on the asset register, as well as ensure all assets are barcoded/tagged to enable asset tracking across all YKI offices and partners
  • Moveable asset management – maintain a tracking list of assets and monitor user/movement – user should sign receipt of the asset
  • Office stationery and supplies management – maintain stock cards and monitor use of office supplies. Undertake monthly stock control and replenish supplies as needed
  • Oversee the office facilities e.g. Telephone/Photocopier/Electricity/AC/Office Equipment to ensure that the office is able to operate in an effective and efficient manner
  • Ensure the regular maintenance of the office and equipment including scheduling regular pest control, general cleaning, etc
  • Ensure general housekeeping duties are completed and that the office is kept clean and tidy at all times.
  • Review and process all invoices with the required supporting documents related to office facilities and maintenance
  • Prepare workstation and equipment for consultants and new staff
  • Welcomes all on-site visitors, determines nature of business, and announces visitors to appropriate personnel
  • Arrange with the Office Assistant drinks and snacks for visitors and where requested meetings
  • Answer all incoming telephone calls with YKI standard greeting in a prompt and bright manner. Ensure the telephone is covered at all times and that calls and messages are dealt with promptly and correctly. When transferring calls to the appropriate personnel the caller must be introduced and not just put through.
  • Ensure that the reception area is well maintained – clean and tidy at all times
  • Maintains electronic contact and information lists
  • Handle, record and monitor all incoming and outgoing documents ensuring that they are distributed/sent to the appropriate people in a timely and efficient manner
  • Provide support with organizing meetings and other events as requested
  • Provide support to Admin Officer related to office utility management, building maintenance, including disseminating messages and announcements from the Building Management Office to YKI staff
  • Ensure office security such as: maintain a log book for visitors, ensure the door is remain closed as required
  • Responsible for managing all YKI’s travel related activities, e.g: hotel, meeting package, taxis, airline bookings, travel agent, etc
  • Establish corporate arrangements with travel agents, hotels, car hire and other providers as necessary.
  • Build up strong relationships with external parties i.e. travel agents, individual airlines, hotels in order to get the most cost-effective tariffs
  • Coordinate and respond to all travel and accommodation requests (staff, partners, consultants) in a timely and efficient manner, ensuring the necessary approval has been obtained
  • Ensure best value bookings are made each time, including reasonable and appropriate travel routing – in line with YKI’s unit costs unless management approval is received
  • Schedule, coordinate, and organize events such as meetings, conferences, and departmental activities as required
  • Assist in travel documents/insurance when necessary
Management Support
  • Recording incoming and outgoing letters/memos, including filing and distributing to the relevant parties (hard copies and soft copies in shared folders)
  • Ensure preparations for all visitors to the office are arranged prior to their arrival (this may include accommodation, travel arrangements, meetings, welcome pack including emergency contact numbers, etc.);
Performed other duties assigned by supervisor.

Qualifications and Competencies:
  • Educational Qualification:
    • Minimum diploma degree
  • Competencies:
    • Minimum 3-4 years demonstrated experience in administration/secretarial work
    • Strong Computer skills and advanced in email, word and excel
    • Excellent written and oral communications skills, in both Bahasa Indonesia and English
    • Pleasant personality
    • Excellent interpersonal skills, including patience, diplomacy, willingness to listen and respect for colleagues
    • Able to create a supportive working environment amongst all staff
    • Able to work as part of a team or individually
    • Motivated, proactive and willing to learn
    • Punctual and reliable
Yayasan KNCV Indonesia offers a flexible and supportive work environment and strongly encourages developing your skills and abilities to further your career opportunities.

Interested applicants are requested to submit their CV and application to by November 18th, 2022 at the latest

Please ensure to put the post you apply for in the subject line of your e-mail.

Only shortlisted candidates will be contacted.