Project Administrative Assistant

The person will support PT. KM Utama and The Finance and Administration Manager and The Finance, Tax and Admin Officer in the delivery of A Sustainable Training and Certification System for the Renewable Energy Labour Market activities especially in managing the Admistration and procurement process in accordance with PT. KM Utama and Donor standards and procedures

Duties and responsibilities

The Project Administrative Assistant will be responsible for providing administrative assistance in general project implementation and management and day-to-day liaison with counterparts. He/She will provide comprehensive secretarial and administrative support to the Finance & Administration Manager, including drafting correspondence, taking of minutes, arranging for the processing of government clearances, making travel arrangements and related tasks. The Project Administrative Assistant carries out his/her functions under the direct supervision of the Finance, Tax and Accounting Officer. Specifically, the incumbent will:

• Help to monitor project contract management and financial expenditures and their conformity to the work-plan;

• Be responsible for day-to-day project correspondence, information sharing and filing ensuring that appropriate follow-up actions are taken. Assist in preparing evaluation reports, annual project reports, and update projects files. Prepare minutes of project meetings. Prepare all documentation for contract issuance.

• Assist in preparation of PT. KM Utama staff and consultant’s missions to the region, render logistic support.

• Collect and analyzes data, prepare and update briefs, records and other documents on project implementation green knowledge and renewable energy policy and response. Provide inputs for publication materials and collect information related to the Project.

• Liaise with project counterparts on day-to-day implementation of project activities.

• Perform other duties as determined by the Finance and Administration Manager.

COMPETENCIES

Professionalism – Knowledge of the local and international NGO operating systems. Demonstrated ability to manage processes and maintain accurate records. Expert in choose priority task to do, Ability to work independently and to maintain flexibility in working hours. Planning and Organising – Demonstrated effective organisational skills and ability to handle work in an efficient and timely manner. Demonstrated ability to coordinate tasks to meet deadlines. Teamwork – excellent interpersonal skills; ability to work in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity. Demonstrated ability to develop and maintain effective work relationships with counterparts. Communication – Ability to write in a clear and concise manner and to communicate effectively orally.

SKILLS AND QUALIFICATIONS

Education

University degree in Finance, Management, Secretarial, social sciences, public or business administration or other related area.

Work experience

At least 5 years of administrative assistance experience, of which preferably; experience in providing assistance in project coordination and implementation.

Language proficiency

Fluency in written and spoken English.

Other skills

Computer literacy (Microsoft Office, Powerpoint, Microsoft project, Primavera Oracle Univier) is essential; Familiarity with Worldbank and or USAID Financial Regulations and Rules is regarded as an asset.

PT. KM Utama is an equal opportunities employer, does not discriminate on grounds of ethnic origin, race, religious beliefs, age, disability and gender.

LENGTH OF SERVICES

12 months of service with potential renewable contract, the successful candidate is expected to commence employment by 5 October 2015 – 31 December 2018, with performance and behaviour evaluation every 6 months.

REMUNERATION

For a candidate with the right skills and experience we will offer a competitive package of benefits and a salary in the region of IDR 8,000,000 gross per month.

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