ADMINISTRATIVE ASSISTANT

The Nature Conservancy is a global conservation organization dedicated to preserve the plants, animals, and natural communities that represent the diversity of life on Earth by protecting the lands and waters to survive.

Currently we are looking for the following position:

ADMINISTRATIVE ASSISTANT

This position provides administrative support for an operating unit or department. These functions include various office tasks including, but are not limited to: answering phones, sorting/distributin g mail, maintaining office asset, working with vendors, drafting correspondence, maintaining logs and costs, organizing and filing. This may also include handling inquiries about operating unit activities, assisting in maintain office library. May prepare accounting forms and disbursement requests. Coordinates logistical support for program training events and/or meetings and produces narrative and/or financial reports as needed.

The duties are: (1) Assist Office Manager for meeting arrangement, donor trips and special event; (2) Responsible to provide Guaranty Letter for hospitalization and hotel as required; (3) Responsible to entry Balikpapan Staff Time Report into software and driver’s Over Time every month and send to Jakarta Office; (4) Arrange hotel for TNC staff and guest as required; (5) Travel arrangement ; airplane ticket, getting traveler’s and visitor’s ATR; (6) Responsible to arrange vehicle request to field and town around; (7) Smooth and prompt handling of fax and telephone inquiries to the Balikpapan Office; (8) Smooth and prompt answering telephones and copying; (9) Procure office supplies and equipment as instructed; (10) Arrange permits and relevant documentation for Balikpapan Office vehicles; (11) Responsible to maintain office assets – fax machine, photocopy, telephone, generator, etc. – in good working order; (12) Responsible to maintain Balikpapan inventory list and together with Office Manager re-check the assets condition periodically; (13) Supervise driver, cleaning service and security; (14) Work closely with driver to monitor vehicle maintenance and operational log; (15) Assist Balikpapan Finance Office to make summary of tickets and hotel based on invoice; (16) Perform other tasks as instructed to ensure smooth functioning of the Balikpapan Office.

Requirements:

· HS Diploma or equivalent plus at least 1 year of experience. Some higher education preferred.
· Must be responsible, dependable, and work well with a variety of others.
· Excellent verbal and written skills in English and language spoken in the Division/Region. Ability to perform high quality translations in either language.
· Demonstrated experience in MS Office, Word and Excel. May require Power Point and Data Base Management skills. Ability to use advanced computer functions including navigating the Internet. Ability to manipulate, analyze and interpret data.
· Understanding of and relevant experience in the culture of the country/region. May require fluency in foreign language(s) to support global operations. Specific language(s) may be preferred depending on operating unit.
· Proven organizational skills and attention to detail. Meet deadlines.
· Demonstrated flexibility to changing situations and priorities.

This position will be base in Balikpapan Field Office.

Please send your CV and application form to recruitment. indo@tnc. org not later than February 29, 2012. Please insert subject: Administrative Assistant in your email.