Deskripsi pekerjaan

The Asia Foundation (TAF) membuka lowongan untuk posisi Administrative and Front Desk Assistant di bawah Office Admin Unit berlokasi di Jakarta. Posisi ini menggabungkan tanggung jawab operasional front desk dan administrasi perkantoran dengan dukungan bantuan program untuk Deputy Country Representative (DCR) serta unit pendukung terpilih. Peran ini menuntut keseimbangan antara tugas operasional rutin kantor dan pengelolaan tugas berbasis tenggat waktu.

Tanggung jawab: The position combines front desk and office administration responsibilities with program assistance support to the DCR and selected support functions. The role is expected to balance routine office operations with time-bound management, program and a; REPORTS TO; Office Manager and DCR. The office manager provides day-to-day supervision of office administration and front-desk functions; the DCR provides functional direction for program assistance and management-support assignments; JOB FUNCTIONS; Administrative and program support; Maintain organized physical and electronic files for CR/DCR-led and support units (MERLI, Communication, and People & Culture) activities, including correspondence, meeting records, activity documents and supporting files, in line with TAF filing and; Provide program assistance and support to the CR/DCR and Support Units, including preparation of meeting materials, invitations, routine correspondence, meeting notes, follow-up of agreed action points, scheduling support and other administrative coo; Provide program assistance and support, when required, for activities led by support functions, particularly the CR/DCR Office, MERLI and People & Culture, and other support units such as Finance, Grants & Contracts and Administration; Organize and provide administrative support for meetings, workshops, trainings, learning events and other activities led by the CR/DCR or support units, including invitations, participant coordination, venues, materials, attendance records, equipment; Keep program and unit trackers and databases up to date, including for the MERLI Unit; Provide accurate and timely translation of routine documents between English and Indonesian; Provide short-term program-related assistance and administrative back-up to support units during peak periods, staff absence, or major office/program events, based on priorities agreed by the Office Manager and DCR; Arrange travel for staff, consultants and participants, and liaise with vendors and venues to obtain quotations in line with procurement procedures; Prepare activity budgets, cash advance requests, payment requests and settlements, with complete receipts and supporting documents, including invoicing; Perform other related duties as assigned, consistent with the purpose and level of the position; Front office and reception; Provide a professional and welcoming first point of contact for visitors, partners, consultants, and other guests; manage visitor arrival and notification to relevant staff, and ensure the reception area is orderly and presentable; Manage incoming telephone calls and general inquiries, direct callers appropriately, take accurate messages, and provide basic information on TAF Indonesia as appropriate; Receive, record, and distribute incoming mail, packages, and courier documents; coordinate outgoing courier and pouch services and maintain accurate logs and records; Coordinate international and domestic courier arrangements, including preparation of required documentation and tracking of deliveries; Coordinate day-to-day office transport needs, including taxi arrangements and, under the supervision of the Office Manager, vehicle and driver scheduling, driver/travel records, and related transport logs; Manage meeting-room bookings and front-office shared schedules; coordinate room readiness for meetings and visitors; maintain readily available TAF Indonesia information materials and monitor relevant office stocks; Coordinate day-to-day operational tasks with office security and cleaning personnel to ensure office readiness, cleanliness, visitor support, meeting arrangements and other routine office needs; support routine administrative invoice processing and e; REQUIREMENTS; Education; Minimum Bachelor’s degree from any field. Training or coursework in administration, office management, communications, finance, or a related area is an advantage; Work experience; Minimum two to three years of experience in a front office, administrative, or program administration role, preferably with an internationally focused organization, NGO, or multinational company; Experience supporting program activities, such as events, travel, activity budgets, and reporting, is an advantage; Familiarity with Indonesian NGOs and government agencies, and a basic understanding of how donor agencies operate; Excellent Bahasa Indonesia and English (spoken/written), including translation of routine documents; Computer proficiency in word processing, spreadsheets, email and basic database management; Basic knowledge of financial administration, including budgets, cash advances, settlements and receipts; Excellent interpersonal skills and a professional, service-oriented manner; Strong organizational skills and attention to detail, with the ability to balance front office duties and program deadlines; Disciplined, dependable, able to follow procedures, and able to work independently with a positive attitude.

Kualifikasi: Minimum Bachelor’s degree from any field. Training or coursework in administration, office management, communications, finance, or a related area is an advantage; Minimum two to three years of experience in a front office, administrative, or program administration role, preferably with an internationally focused organization, NGO, or multinational company; Experience supporting program activities, such as events, travel, activity budgets, and reporting, is an advantage; Familiarity with Indonesian NGOs and government agencies, and a basic understanding of how donor agencies operate; Excellent Bahasa Indonesia and English (spoken/written), including translation of routine documents; Computer proficiency in word processing, spreadsheets, email and basic database management; Basic knowledge of financial administration, including budgets, cash advances, settlements and receipts; Excellent interpersonal skills and a professional, service-oriented manner; Strong organizational skills and attention to detail, with the ability to balance front office duties and program deadlines; Disciplined, dependable, able to follow procedures, and able to work independently with a positive attitude.

Tanggung jawab

The position combines front desk and office administration responsibilities with program assistance support to the DCR and selected support functions. The role is expected to balance routine office operations with time-bound management, program and a
REPORTS TO
Office Manager and DCR. The office manager provides day-to-day supervision of office administration and front-desk functions; the DCR provides functional direction for program assistance and management-support assignments
JOB FUNCTIONS
Administrative and program support
Maintain organized physical and electronic files for CR/DCR-led and support units (MERLI, Communication, and People & Culture) activities, including correspondence, meeting records, activity documents and supporting files, in line with TAF filing and
Provide program assistance and support to the CR/DCR and Support Units, including preparation of meeting materials, invitations, routine correspondence, meeting notes, follow-up of agreed action points, scheduling support and other administrative coo
Provide program assistance and support, when required, for activities led by support functions, particularly the CR/DCR Office, MERLI and People & Culture, and other support units such as Finance, Grants & Contracts and Administration
Organize and provide administrative support for meetings, workshops, trainings, learning events and other activities led by the CR/DCR or support units, including invitations, participant coordination, venues, materials, attendance records, equipment
Keep program and unit trackers and databases up to date, including for the MERLI Unit
Provide accurate and timely translation of routine documents between English and Indonesian
Provide short-term program-related assistance and administrative back-up to support units during peak periods, staff absence, or major office/program events, based on priorities agreed by the Office Manager and DCR
Arrange travel for staff, consultants and participants, and liaise with vendors and venues to obtain quotations in line with procurement procedures
Prepare activity budgets, cash advance requests, payment requests and settlements, with complete receipts and supporting documents, including invoicing
Perform other related duties as assigned, consistent with the purpose and level of the position
Front office and reception
Provide a professional and welcoming first point of contact for visitors, partners, consultants, and other guests; manage visitor arrival and notification to relevant staff, and ensure the reception area is orderly and presentable
Manage incoming telephone calls and general inquiries, direct callers appropriately, take accurate messages, and provide basic information on TAF Indonesia as appropriate
Receive, record, and distribute incoming mail, packages, and courier documents; coordinate outgoing courier and pouch services and maintain accurate logs and records
Coordinate international and domestic courier arrangements, including preparation of required documentation and tracking of deliveries
Coordinate day-to-day office transport needs, including taxi arrangements and, under the supervision of the Office Manager, vehicle and driver scheduling, driver/travel records, and related transport logs
Manage meeting-room bookings and front-office shared schedules; coordinate room readiness for meetings and visitors; maintain readily available TAF Indonesia information materials and monitor relevant office stocks
Coordinate day-to-day operational tasks with office security and cleaning personnel to ensure office readiness, cleanliness, visitor support, meeting arrangements and other routine office needs; support routine administrative invoice processing and e
REQUIREMENTS
Education
Minimum Bachelor’s degree from any field. Training or coursework in administration, office management, communications, finance, or a related area is an advantage
Work experience
Minimum two to three years of experience in a front office, administrative, or program administration role, preferably with an internationally focused organization, NGO, or multinational company
Experience supporting program activities, such as events, travel, activity budgets, and reporting, is an advantage
Familiarity with Indonesian NGOs and government agencies, and a basic understanding of how donor agencies operate
Excellent Bahasa Indonesia and English (spoken/written), including translation of routine documents
Computer proficiency in word processing, spreadsheets, email and basic database management
Basic knowledge of financial administration, including budgets, cash advances, settlements and receipts
Excellent interpersonal skills and a professional, service-oriented manner
Strong organizational skills and attention to detail, with the ability to balance front office duties and program deadlines
Disciplined, dependable, able to follow procedures, and able to work independently with a positive attitude

Kualifikasi

Minimum Bachelor’s degree from any field. Training or coursework in administration, office management, communications, finance, or a related area is an advantage
Minimum two to three years of experience in a front office, administrative, or program administration role, preferably with an internationally focused organization, NGO, or multinational company
Experience supporting program activities, such as events, travel, activity budgets, and reporting, is an advantage
Familiarity with Indonesian NGOs and government agencies, and a basic understanding of how donor agencies operate
Excellent Bahasa Indonesia and English (spoken/written), including translation of routine documents
Computer proficiency in word processing, spreadsheets, email and basic database management
Basic knowledge of financial administration, including budgets, cash advances, settlements and receipts
Excellent interpersonal skills and a professional, service-oriented manner
Strong organizational skills and attention to detail, with the ability to balance front office duties and program deadlines
Disciplined, dependable, able to follow procedures, and able to work independently with a positive attitude

Administrative and Front Desk Assistant

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