Karina Administrative Assistant

KARINA is looking for an Administrative Assistant according to the terms of reference below. Interested applicants are invited to apply by submitting their applications to rico@karina.or.id not later than 21 November 2008. All applicants are requested to specify their availability date in their application letter. Please note that only short-listed candidates will be contacted.

Job Title : Administrative Assistant
Location: Jakarta
Division : Support Division
Date : November 12th, 2008

BACKGROUND TO THE ROLE
KARINA is the humanitarian arm of the Bishops’ Conference of Indonesia based in Jakarta and is officially considered as a member of the Caritas Internationalis confederation. Established in mid-2006, it recently completed its first strategic planning in early 2008. One of the results of the strategic planning is the identification of three main divisions: Programs Division, Support Division and Total Quality Management Division. KARINA acts as a coordinating and facilitating body for all the 37 Dioceses incorporated under the Bishops’ Conference of Indonesia.

DESCRIPTION OF THE DIVISION
The Support Division is comprised of four areas: Finance, Administration and Human Resource Development and Fundraising.

REPORTING TO
The Administrative Assistant will report to the Human Resource Officer.

CONTRACT DURATION
The contract will be for a one-year period.

KEY RESPONSIBILITIES
The Administrative Assistant is responsible for carrying out all administrative, logistical and support services, for both routine as well as program activities. He/She is responsible for the effective and timely execution of these services and for ensuring the professional quality of all outputs.

TASKS
1. Maintain list of incoming and outgoing communications.
2. Prepare general letters, acknowledgement of receipt of fund transfers in bank accounts, work and purchase orders, travel authorization for KARINA’s Program Coordinator and staff of the Supporting Unit, for signatures by the Executive Director.
3. Assist finance unit on timely delivery of banking documents to the relevant banks, verify and ensure correctness of all travel authorizations, claims and supporting documents.
4. Provide simultaneous translation/interpretation from Indonesia into English vice versa to the Supporting Unit Office at all designated formal and informal meetings. In the course of carrying out these tasks, he/she will ensure that information exchanged in the course of interpretation and translations during these meetings are complete and accurate.
5. Translate documents, articles and data collected which are relevant to the work of KARINA operations in general.
6. Provide efficient and effective management of the personnel and assets of the Supporting Unit and that they are well taken care of and properly maintained;
7. Maintain a proper filing system to ensure materials/documents are suitably filed and catalogued.
8. Responsible for maintaining an updated inventory list.
9. Responsible and ensure for proper storage of official documents, both for electronic copies and hard copies.
10. Responsible for all logistical arrangements (venue, accommodations, transportations, room reservations, food and beverages, etc.), for meetings and workshops, either in KWI or in other venue.
11. Responsible for arranging travel arrangements for staff members, in coordination with Supporting Unit Office. Ensure that bookings/tickets are done/delivery on a timely manner.
12. Any other tasks as assigned by the Human Resource Officer.

DESIRABLE QUALIFICATIONS:
1. Diploma in Secretarial Administration or equivalent plus a combination of relevant certification/diploma or other supplemental academic qualifications or training in office administration or related fields. At least 3 years experiences in any of these fields.
2. Effective organizational skills and ability to establish priorities and plans, ability to work under pressure and cope with deadlines. Good written and spoken communications skills, good interpersonal skills, ability to work in a multi-cultural environment and the patience to deal with the many day to day challenges of a large operational office.
3. Thorough knowledge of English.
4. Excellent drafting ability and communication skills, both oral and written.
5. Experiences in areas related to the work of humanitarian matters will be seen as a distinct advantage.

Applications, CVs and contact details for 3 references should be submitted by e-mail to rico@karina.or.id at the latest by Friday, November 21st, 2008, 05.00 pm.