Vacancy for Administrative Assistant in KARINA (Caritas Indonesia)
24 Februari 2010 Tinggalkan komentar
BACKGROUND
TO THE ROLE
KARINA (Caritas Indonesia) is the
humanitarian arm of the Bishops’ Conference of Indonesia based in Central Jakarta
and is officially considered as a member of the Caritas Internationalis confederation.
Established in mid-2006, it recently completed its first strategic planning in
early 2008. One of the results of the strategic planning is the identification
of three main divisions: Programs Division, Support Division and Total Quality
Management Division. KARINA (Caritas Indonesia) acts as a coordinating and
facilitating body for all the 37 Dioceses incorporated under the Bishops’
Conference of Indonesia.
DESCRIPTION
OF THE DIVISION
The Support Division is comprised of
four areas: Finance, Administration and Human Resource Development and
Fundraising.
REPORTING
TO
The Administrative Assistant will
report to the Human Resource Officer.
CONTRACT DURATION
The contract will be for 10 (ten) months
period.
KEY RESPONSIBILITIES
The Administrative
Assistant is responsible for carrying out all administrative, logistical and
support services, for both routine as well as program activities. He/She is
responsible for the effective and timely execution of these services and for
ensuring the professional quality of all outputs.
TASKS
1.
Maintain list of incoming and outgoing communications.
2.
Prepare general letters, acknowledgement of receipt of fund
transfers in bank accounts, work and purchase orders, travel authorization for
KARINA’s Program Coordinator and staff of the Supporting Unit, for signatures
by the Executive Director.
3.
Assist finance unit on timely delivery of banking documents
to the relevant banks, verify and ensure correctness of all travel
authorizations, claims and supporting documents.
4.
Manage and administer the requirements of Letter of
Acknowlegment with Donors in line with procedures.
5.
Provide simultaneous translation/ interpretation from
Indonesia into English vice versa to the Supporting Unit Office at all
designated formal and informal meetings. In the course of carrying out these
tasks, he/she will ensure that information exchanged in the course of
interpretation and translations during these meetings are complete and
accurate.
6.
Translate documents, articles and data collected which are
relevant to the work of KARINA operations in general.
7.
Provide efficient and effective management of the personnel
and assets of the Supporting Unit and that they are well taken care of and
properly maintained;
8.
Maintain a proper filing system to ensure materials/documents
are suitably filed and catalogued.
9.
Responsible for maintaining an updated inventory list.
10.
Responsible and ensure for proper storage of official
documents, both for electronic copies and hard copies.
11.
Responsible for all logistical arrangements (venue,
accommodations, transportations, room reservations, food and beverages, etc.),
for meetings and workshops, either in KWI or in other venue.
12.
Responsible for arranging travel arrangements for staff
members, in coordination with Supporting Unit Office. Ensure that bookings/tickets
are done/delivery on a timely manner.
13.
Any other tasks as assigned by the Human Resource Officer.
COMPETENCIES:
1.
Demonstrates commitment to KARINA vision, mission and
values.
2.
Displays cultural, gender, religion, race, nationality and
age sensitivity and adaptability.
3.
Contributes effectively to team work and team outcomes.
4.
Consistently approaches work with energy and a positive,
constructive attitude.
5.
Demonstrates openness to change and ability to manage
complexities.
6.
Ability to plan own work, manage conflicting priorities and
work under pressure of tight and conflicting deadlines.
7.
Ability to work without direct supervision.
8.
Demonstrates strong oral and written communication skills as
well as interpersonal and public relation skills.
RECRUITMENT
QUALIFICATIONS:
1.
Diploma in Secretarial Administration or equivalent plus a
combination of relevant certification/ diploma or other supplemental academic
qualifications or training in office administration or related fields. At least
3 years experiences in any of these fields.
2.
Effective organizational skills and ability to establish
priorities and plans, ability to work under pressure and cope with deadlines.
Good written and spoken communications skills, good interpersonal skills,
ability to work in a multi-cultural environment and the patience to deal with
the many day to day challenges of a large operational office.
3.
Good memo composition and editing skills.
4.
Proficiency in MS Office, particularly in Word, Excel and
PowerPoint.
5.
Thorough knowledge of English language and speak Bahasa
fluently.
6.
Excellent drafting ability and communication skills, both
oral and written.
7.
Experiences in areas related to the work of humanitarian
matters will be seen as a distinct advantage.
Applications, CVs and contact
details for 3 references should be submitted by e-mail to astkarina@gmail. com at the latest by Thursday,
4th March 2010, 05.00 pm.
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