Vacancy Secretary in World Population Foundation

 

Job Description Title          : Secretary Report to  : Finance and Administration Manager (FAM) Location   : Jakarta, Indonesia I. BACKGROUND Founded in 1987, WPF is aimed at improving reproductive health and ensuring reproductive rights in developing countries. WPF has implemented projects in Asia, Africa and Latin America. In 2005, WPF established a field office in Jakarta, Indonesia in order to more effectively manage and expand its current portfolio. WPF's Country Strategy in Indonesia focuses on improving sexuality and reproductive health services and information for young people and decreasing gender based violence. II. RESPONSIBILITIES The Finance and Administration Assistant will be responsible for: A. Administration and Management 1. Correspond with internal and external parties, via email, fax, and related communication means, with high accuracy in typing and spelling. 2. Assist in receiving, screening, logging and routing correspondence and maintaining follow-up system for the Country Representative (CR), FAM, and other Project Staff. 3. Creating and maintaining office filing system and equipment record system • WPF filing system: maintain general files, secure all files keep file updated at least on a weekly basis and arrange WPF office housekeeping matters. • Maintain and control stock of WPF forms, office stationery and supplies; prepare, maintain, update and keep equipments records of WPF expendable and non-expendable properties. • Ensure adequate and timely availability/procurement of office supplies and consumables • Keep records and lists of equipments up to date and take a code for the each goods. 4. Maintain Communication, library and data system: • Operate electronic mail, fax and other network functions; make photocopies. • Regularly update lists contacts and WPF partners: names, addresses, telephone numbers and e-mail/web-site, including WPF personnel. • Place and screen telephone calls and answer queries with discretion. • Assist in distribution of WPF publications and information materials. Keep records and lists of these materials up to date. • Maintain and keep records of WPF library • Assist in translating simple-text documents from English to Indonesia and vice versa. 5. Responsible for the office maintenance and day to day operation 6. Ensure that the office and its equipment are in good condition and kept clean and secure. Arrange for maintenance and repair as necessary. 7. Provide assistance to the CR, FAM and other Project Staff in administrative support 8. Make arrangements for travel and accommodation for office staff, visitors, and WPF partners, both within Jakarta and outside of Jakarta, as well as international travel. 9. Assist the Project Managers in making arrangement for appointments and meetings with external parties, arrangements for meetings. 10. In collaboration with the FAM and Project Staff, assist in planning events: organize WPF Guest visit, Workshop, official trips, special meeting and/or review sessions, prepare itinerary, briefing materials for WPF guests, provide administrative support services to WPF seminars/ workshops/meetings in the office and collate materials for the meeting organized outside the office. 11. Perform other function-related duties as needed by the office. B. Finance 1. Maintain daily petty cash. Please send your detail resume to : yanti.kurnijanti@wpfindonesia.org