Admin Assistant (National Staff) – International Federation of Red Cross And Red Crescent Societies – JAKARTA

Job Purpose
The Admin Assistant will support the Sr. Admin Officer on the day to day operations.
Job ResponsibilitiesTravel Arrangement
Support travel arrangements based on approved Travel Order and any necessary documents, including but not limited to Flight and accommodation reservation, transportation to and for, etc.
Provide general support to visitors such as logistics arrangements
Compile visitor information in respect of their flight schedules and accommodation, share with the other support services team (project area) members enabling them to facilitate the other arrangements including transportation, meetings, appointment, etc.
Update the monitoring system of travel arrangement
Assist in validate and reconcile supplier’s invoices document for payment e.g.: air tickets and hotel accommodation

Office Administration
Assist in meetings or workshops arrangements.
Maintain and updating contact lists
Produce and distribute correspondence memos, letters, faxes and forms
Order office supplies (stationary, panty, office asset, etc)
Be responsible for the receipt and delivery of mails, goods, documents, couriers etc. and to hand-it over to the recipient ASAP.
To do general typing, photocopying, scanning, filing, records, data entries whenever required
Tracking of Telephone calls and ensure that reimbursement on personal calls are collected from personnel
Updated and records administration office expenses
Maintain transport voucher and office supply is distribute to the right person and update the log book
Liaise with Building Management for repair or replacement of light bulbs, plumbing or related problems
Other Related Tasks

To be able to do ad hoc jobs subjected by management e.g. buying things for the office, delivery of urgent letters and etc.
Job Requirements
Educated to graduate degree level and/or can demonstrate equivalent intellectual capacity
2 years experience in office administration job
Can use computers (Microsoft Excel, Word, Power Point, etc.)
Preparing reports

HOW TO APPLY:
Please submit your application letter addressing the above qualifications and experience with your curriculum vitae to: Indonesia.HRD@ifrc.org

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