Muslim Aid is an international charity and development agency based in London with 25 years of experience in helping to create a safer and more dignified life for disaster and conflict affected people across the globe. We are currently operating in more than 70 countries with 13 field offices. Our vision is a world of peace, compassion and justice where all people achieve fulfillment in all aspects of their lives. In Indonesia our main programs include Flood mitigation, Shelter and Livelihoods with our Field Office based in Banda Aceh, and further sub-offices in Jakarta, Yogyakarta, and Padang.
Under Service Contract between Muslim Aid - International Organization for Migration (IOM) Yogyakarta to provide a high qualification Technical Support Staff to IOM Yogyakarta, Muslim Aid Yogyakarta is currently looking for a qualified and committed candidate to fill the following position:
Position title : Administrative Assistant ( 1 staff )
Duty Station : Yogyakarta, Indonesia
Type of Contract : 1 month (with possibility of extension)
Gross Salary : Rp. 2.100.000,00
General functions:
Under the overall supervision of the Livelihood Programme Manager and the direct supervision of the Capacity Building and Media Coordinator (CBMC) and Project Assistant (PA), the incumbent will assist the CBMC and PA in the implementation of admin activities within Livelihood Programme, with particular assignments as follow:
- Assist administrative duties for the Training and Media Unit in coordination with TMU Project Assistant to ensure that all administrative and logistics arrangements for project activities are carried out efficiently and effectively and that requests for payment due to service providers and local suppliers are accurate and necessary. This also includes receiving, verifying and checking all incoming invoices/official receipts for payments of project-related activities and ensuring that it's provided by the valid supporting documents before processing requests for payments
- Assist Project Assistant in preparing, copying and maintain an efficient filling system, for each administration and various forms relate with project implementation in the field, particularly Market Access, DRR, Business Development Training and related activities under TMU schedule
- Assist coordination for various activities under Training and Media Unit and also coordination between units and ensure all related activities to the project implementation as necessary
- Coordinate with field staff and ensure field staff prepared with administrative documents required for activities under Training and Media Unit.
- Provide clerical assistance (drafting letters of correspondence, Receive/translate all incoming and outgoing letters. etc) as necessary
- Prepare Minutes of Meeting (MOM) as required
- Maintain security and confidentiality of information and documents as instructed
- Perform any other duties as may be assigned.
Desirable Qualifications:
- S1 degree in a relevant administration study, finance or a combination of relevant education and professional experience
- Previous experience in the field of administration and finance
- Strong familiarity with MS Office (Word, Excel, Access) application
- Detail oriented, excellent administrative and organizational skills
- Previous experience in international and/or local NGO preferred
- Ability to work to tight deadlines.
- Ability to work in a clean accountable and transparent work system while respecting IOM codes of conduct.
- Excellent interpersonal skills and demonstrated ability to work effectively in team.
- Thorough knowledge of English
Please Notice:
· Applicants should submit a cover letter stating current and
updated CV (including at least three references with contact information) as
attachment to hrdmuslimaidyogya@gmail.com quoting the position applied as the subject of the e-mail. Example : Administrative Assistant position, Subject must be: [AA] Your Name. Applications must be submitted on February 6th at the latest and the attachment should not exceed 200 Kb. Muslim Aid gives an equal-opportunity employment regardless of race, gender, or religion.
· To current employee of IOM – Muslim Aid Yogyakarta, please make sure you have permission from your supervisor if you wish to apply for this position.
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