IUWASH Job Vacancy: Administra tive Assistant based in Surabaya (AAS)

The Indonesia Urban Water Sanitation and Hygiene (USAID IUWASH) project is
asixty-month program funded by the United States Agency for
InternationalDevelopment (USAID) and implemented under the leadership of
DAI. IUWASH workswith government, the private sector, NGOs, community
groups and otherstakeholders to improve access to safe water supply and
sanitation inIndonesia’s urban areas. The overall goal of IUWASH is to
assist the Governmentof Indonesia (GOI) in making significant progress in
achieving its safe water and sanitation Millennium Development Goal (MDG)
targets by expanding access tothese services. The expected results to be
achieved are: 2 million people in urban areas gain access to improved water
supply; 200,000 people in urban areas gain access to improved sanitation
facilities; and the per unit water cost paidby the poor in targeted areas
decreases by at least 20%. To achieve the above,assistance provided by the
project is divided under three main technical components, including:

·        Mobilizing demand for water supply and sanitationservice delivery;


·        Improving and expanding capacity for water andsanitation service
delivery; and
·        Strengthening policy and the financial enablingenvironment for
improved water supply and sanitation service delivery.

Based in the IUWASH East Java office in Surabaya, the Administrative
Assistant will work primarily on supporting general Administration with the
following responsibilities ;

*Communications Management*

·        Conduct routine secretarial duties including typing and filing of
documents and reports, as assigned.

·        Handle calls, mail, and electronic communications.

·        Route messages and information to appropriate individuals, paying
particular attention to channeling communications to other project offices.

·        Assist in the production of reports and documents.

·        Liaise with key counterparts, administrative departments, other
donors regarding permits, copies of reports and other communications.

*Information Management*

·        Observe office filing systems; maintain library resources; take,
prepare, and distribute minutes from meetings.

·        Track correspondence, and maintaining Office files.

·        Coordinate the distribution of letters, reports and publications
to other agencies.

·        In close coordination with Administrative and Procurement teams,
assist the procurement process as needed or directed by the Office manager
in absence of Procurement and Grant Assistant, assist Office Manager in the
inventory management and financial processes for respective components and
teams.

*Translation& Interpreter Duties*

·        Provide written translation of documents as needed.

·        Serve as interpreter for seminars, training and meetings in the
region.

·        Coordinate other translators as needed; work as a team with other
translators as needed to handle large-scale translating and editing of
documents.

·        Meeting, Travel, and Schedule Management

·        Help manage the professional staff calendar of the staff.

·        Schedule and prepare materials for meetings.

·        Make travel arrangements.

·        Maintain office, staff, meeting, travel, and other schedules, as
assigned.

·        Assist in setting up and coordinating meetings and other events.

·        Assist in travel arrangements of other staff, as assigned.

*Financial Management*

·        Assist the staff of the regional offices with timely submission
of timesheets, travel vouchers, completion of cost tracking as needed, and
other financial management tasks tied to the national office and regional
activities.

·        Facilitate tracking of budgets, expenses and receipts for project
events.

*Conference and Workshop Coordination*

·        Coordinate as needed with the USAID IUWASH main office
conferences, workshops and training.

·        Communications Management – Handle calls, mail, and electronic
communications; compose and type correspondence; and interface as
appropriate to parties passing through or using the project office.  In
addition, route messages and information to appropriate individuals, paying
particular attention to channeling communications to other project offices.

*Office Operations*

·        Manage, distribute and coordinate the replenishment of office
supplies.

·        Filling for office manager, receptionist or Procurement and
Grants Assistant  during periods of absence.

·        Assist with tasks as assigned by Office Manager and Regional
Coordinator.

REPORTING

The Administrative Assistant will be based in Regional Field Office, S/he
will report to Regional Office Manager as the Primary Supervisor and to the
Regional Coordinator as the secondary supervisor.

QUALIFICATIONS

Bachelor degree in an applicable field and a minimum of five years within
an administrative role of donor funded project.  Excellent communication
skills both in English and Bahasa Indonesia, as well as good computer
skills , including Microsoft office suite, internet, and database
management are required. Experience with USAID programs highly desirable.


*APPLICATION SEND *


Please send a cover letter  and complete curriculum vitae stated
3referees  to IUWASH.recruitment@gmail.com
 by February 3rd, 2012. Please
include the name of the position and location you are applying for in the
title of the email. Only short-listed candidates will be notified.