VACANCY
Strategic Asia is a private company with a public vision
Strategic Asiais a high end consulting firm providing advisory
andfacilitation services to governments, private businesses,
international organisations, civil society organisationsand media
groups.
Job Title:
Administrative Assistant/Receptionist
Contract
Type : Fixed Term
Contract (with possible extension)
Duty station :Central Jakarta
Duration : 12Months (with 3 months probation period)
Salary range: Negotiable, based
on the experience and qualifications.
Administrative Assistant/Receptionist
The Administrative Assistant/Receptionist reports
directly to the Operations Officer. His/Her responsibilities are divided into two sections. Firstly they
include ensuring the full responsibility for the smooth running of the office
reception area and related tasks, while secondly, servicing staff with their general
administrative duties.
Under the guidance of the Operations Officer, he/she will act as the
first point of contact for the office with all visiting clients and as such
must be able to demonstrate his/her professionalism and efficiency on a daily
basis.
Responsibilities:
More specifically
his/her responsibilities will include:
In the role
of Receptionist:
· Maintaining a clean and orderly reception area for visitors and staff alike;
· Maintaining a record of office documents, packages
and registered letters including documenting arrival and sending out of all
correspondence;
· Answering and transferring all incoming calls
and placing calls when asked to as needed;
· Updating the internal telephone extension list
and delivering it to all staff as each new version is produced.
In the role of Administrative Assistant:
· Producing documents, spreadsheets, and presentations as required using a
variety of software packages, such as Microsoft Word, Outlook, Powerpoint,
Excel;
· Input data and generate reports from simple data base applications;
· Copy type, audio type and create from scratch correspondence requested
of him/her;
· Arranging schedules of appointments, meetings,
and other events for all staff;
· Taking notesat selected events as requested;
· Providing
administrative support for staff who are travelling or attending meetings
outside of the office such as arranging their itinerary, hotel reservation, and
any documentation needed;
· Following up with clients or other agenda
related actions for all staff as needed;
· Acting as
support staff through servicing meetings/events/conferences organised by the
company;
· Informing/reminding
all staff of their various meetings of the day;
· Maintaining an office calendar with all the
necessary holidays, milestones and other important dates;
· Cataloguing Strategic Asia publications,
articles, research materials and books in a central database;
· Liaising with staff from other departments and with external contacts;
· Looking for new areas of
business for the company;
· Identifying skilled candidates
that might be hired for existing job
opportunities and for future openings;
· Any other work related
activities as requested.
In order
to undertake these responsibilities professionally and efficiently he/she must
demonstrate the following knowledge, skills and competencies and personal
attributes:
Knowledge:
· Of reception etiquette;
· Of office administration;
· Of record
keeping;
· Of how
data bases work and how the data therein can be managed.
Skills and
Competencies:
· Excellent
interpersonal skills;
· Abilitiy
to maintain a high level of accuracy in preparing and entering written information;
· Effective
verbal and listening skills;
· Very
effective organisational skills;
· Effective
written communications skills;
· Computer
skills inparticular word processing, spreadsheet and email
programs
· Time
management skills
· Ability to
work with people from all countries, religions and backgrounds.
Personal Attributes:
· Be Personable and friendly;
· Be honest and trustworthy
· Be
respectfulto all office
colleagues
· Possess
cultural awareness and sensitivity
· Be
flexible
· Demonstrate
sound work ethics
· Be able to
work long hours regularly
Eligibility Criteria
In addition to
the knowledge,skills and competencies above the candidate
must possess the following qualifications as
a minimum:
· Have a
first degree/diplomain a relevant field such as administration or secretarial fields;
· Have at least 2years of full time work experience
in a similar administrative/reception roleas this;
· Can speak good English and
Indonesian languages;
· Hold Indonesian nationality
Kindly send your application and resume to hasiando.tobing@strategic-asia.com,
20 July 2012 at 17.00hrs. Only shortlisted candidates will be
contacted.
To have a complete overview about our company please visit
www.strategic-asia.com.
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