Senior Provincial Administrative Assistant - West Java

Overall Responsibilities: The Senior Administrative Assistant is providing general administrative support for provincial team and all USAID BEBAS TB staff in general. They will assist the Sr. Finance and Admin Analyst in administrative work and work closely with the Receptionist/Admin and Accountant to ensure a smooth flow of Office Operations at the provincial level. Illustrative tasks include day-to-day assistance to all team, receiving finance related documents from vendors, manage operational/ office supplies/ supplies/ stationery, supporting IT on required office equipment, and similar office duties as required. Main Responsibilities:

• Proactively assist all staff with administrative assignment.
• Manage, act on and follow-up of matters requiring the attention of Provincial team and other members of the Provincial team, manage their schedule, agenda and correspondence.
• Receive, verifying and route any finance related documents to accounts for payment to vendors.
• Replenishing and ensuring that staff have operational supplies/stationery required for their daily office work (ensuring sufficient printing paper at copier/printer points, notebooks, and tooled desk organizers as required by staff)
• Support meeting schedules, ensure timely setup, working with the IT staff for required equipment and with cafeteria for required refreshments (tea, meals, supplies etc.)

Specific Responsibilities

• Keep the office operational cost under control by maintain the vehicle usage log, communication allowance log, office supplies usage log and supervise and control mobile telephone logistics usage.
• Supervise vehicle fleet and maintenance/service. Manage driver duty lists, and office, staff, and vehicle logistics needs.
• Supervise and control vehicle mileage, fuel, and usage. Supervise Office guard and prepare monthly schedule.
• Provide proactive administrative support such as doing correspondence (including translation), taking and writing up minutes of the provincial’s meetings, preparing presentation materials [when needed] and other written and illustrative materials as required.
• Lead in the arrangement of travel and accommodation such hotel, air ticket booking, car rental and arrangement for office supplies from LTA vendors. This duties will be including the completion of travel forms, travel advance computation and report, and related documents
• Maintain copies of office contract and LTA of hotel, vehicle, service, and other contracts.
• Keep and maintain accurate inventory management records, including inventory labeling and tracking in accordance with MSH Procurement Policies.
• Manage and keep record of all inventory assets including office supplies, equipment, and furniture. Maintain and keep office supplies and sundry inventory records current.
• Maintain the provincial e-filing systems (and databases), and ensure well-documented and up-to-date records of files. In collaboration with the senior project associate, coordinate the Unit’s archive and storage.
• Assist Province staff regarding IT issues, address the issue and forward it to National Office IT staff or is help.

QUALIFICATIONS Qualifications Education:

• Bachelor’s degree required.

Experience:

• Diploma degree with 3-7 years of experience on relevant job or equivalent to 0-2 year prior experience of bachelors degree.
• Working in a professional business environment with front desk, stores management and general office assistance experience

Competencies:

• English fluency and strong administrative, organizational, and written and verbal communication skills
• Computer literacy at an intermediate using word processing and spreadsheet applications, Microsoft Excel, and Word desirable.
• Demonstrates a willingness to learn and widen his/her skills.
• Initiative, good interpersonal / communication skills, and ability to work independently with minimum supervision execute tasks efficiently and is proactive.
• Excellent organizational and prioritization skills, and attention to detail.
• Demonstrated competence to assess priorities and manage a variety of activities.

Physical demands:

• Some domestic travel as required.
• Ability to spend long hours looking at computer screen and doing repetitive work on a keyboard.
• Keyboard use, Pulling drawers.
• Lifting papers <10lbs., etc

MSH is an equal opportunity employer and will not discriminate against any employee or applicant for employment on the basis of race, color, sex, sexual orientation, gender or gender identity, religion, creed, citizenship, national origin, age, veteran status, or disability unrelated to job requirements. MSH will take affirmative action to ensure that qualified applicants are employed and that employees are treated without regard to their race, age, color, religion, sex, sexual orientation, gender identity, national origin, veteran and disability status. In compliance with U.S. Department of Labor Executive Order 11246, Section 503 of the Rehabilitation Act, and Section 4212 of the Vietnam Era Readjustment Assistance Act, MSH has developed and maintains an affirmative action program and plan. EEO is the Law - English EEO is the Law - Spanish Pay Transparency Nondiscrimination Poster Know Your Rights - Workplace Discrimination is Illegal Family and Medical Leave Act (FMLA) Employee Polygraph Protection Act MSH EEO-AA Policy