Vacancy : Administration Officer

IFES is an international, nonprofit organization that supports the building of democratic societies. *IFES promotes democratic stability by providing technical assistance and applying field-based research to the electoral cycle in countries around the world to enhance citizen participation and strengthen civil societies, governance and transparency.*
Founded in 1987 as a nonpartisan, nonprofit organization, IFES has developed and implemented comprehensive, collaborative democracy solutions in more than 120 countries. Currently we are seeking *Administration Officer* to help project implementation in IFES Indonesia.

*Scope of Work: *

· Provide administrative support to the office of approximately 25 staff

· Set up and monitor the IFES Indonesia’s office filing system and follow up system ensuring accuracy and confidentiality. Ensure close follow up on deadlines and commitments and keep updated the electronic filing
system. Review, prioritize and route correspondence to and from the IFES Indonesia office. Take proactive follow-up action and keep the COP and DCOP informed;

· Research files, collect information and organize materials to meet the program needs
· Serve as a project assistant on various activities as directed by the COP and DCOP.
· Facilitate the flow of information/communication between the Chief of Party, Deputy Chief of Party and other staff within and outside the office; recommend and/or establish systems and streamline procedures to enhance established workflows;
· Promptly route all correspondence, directives and requests to the COP and DCOP for timely action and/or signature; review correspondence for proper internal clearances prior to COP and DCOP’s signature;
· Undertake logistical and administrative arrangements for meetings, events, workshops and field monitoring visits organized by the office;
· Manage driver and vehicle dispatch and ensure driver and vehicle timesheets are collected and verified thoroughly; 
· Make travel arrangements for International experts and local staff, prepare required travel requisitions; Arrange hotel accommodations and other related logistics;
· Liaise and coordinate with finance and procurement to ensure efficient and effective implementation of project activities;
· Set up and manage administrative files on COP’s mission travel and mission reports. Arrange hotel accommodations and other travel related logistics;
· Manage calendars and schedule of appointments and meetings; receive high ranking officials/visitors; take minutes and/or notes, as required and answer and screen calls with tact and discretion;
· Support the staff, COP and DCOP in particular with preparation and updating of their travel plans. Make travel arrangements, prepare required travel requisitions and confirmed the budget for travel before proceed with the arrangement;

*Requirements: *

- A minimum of 3 years’ experience performing administration functions in a comparable setting;
- Excellent interpersonal and organizational skills; 
- Proven ability to manage schedules and organize travel 
- Excellent attention to detail and ability to follow organization’s
regulations and supervisor instruction; 
- Ability to work after hours and weekends upon request and prior
arrangement;
- Fluency in English and Bahasa Indonesia, both written and oral; 
- A high level of self-motivation and ability to work autonomously
within a fast-paced environment;
- Previous experience in working on formal procedures is an advantage;
- A degree in secretarial support/business administration/finance
preferred but not required.

Interested candidates may send their application to:

*vacancy@ifesindonesia.org <vacancy@ifesindonesia.org>* latest by *11 May
2014*

Only shortlisted candidates will be contacted.

No phone inquiries.