Job Vacancy Jhpiego Indonesia

Jhpiego, an affiliate of the Johns Hopkins University, builds global and local partnerships to enhance the quality of health care services for women and families around the worlds. Jhpiego is a global leader in the creation of innovative approaches to developing human resources for health.

In order to reach our goals, we are now recruiting two crucial positions ; a Travel Coordinator and an Adaministration Assistant/Reception ist to be part of the Jhpiego Indonesia team. The successful candidate will enjoy working as part of a dedicated team, with the added satisfaction of working for an organization committed to the Jhpiego vision and mission.

1)Travel Coordinator_ code: TC


Department Finance & Administration 

Position Reports To Office Manager 
Positions Supervised : None 
Location:   Jakarta Office 
 
Overview: 

A Travel Coordinator arranges, manages, coordinates and perform a range of administrative tasks in all aspects of business travel to meet the specific needs of employers, employees and clientele within an organization.   He or She need to monitor all scheduled and charter flights, car hire and travel insurance bookings and ensure that all relevant travel documents are sent to members in a timely fashion and are of a high quality. The Travel Coordinator also need to be 'on-call' beyond normal business hours in order to address any needs an employee or client may have in transit. 

Responsibilities :  

Organizing travel requests related records and documents Providing and researching travel options and providing final itineraries Booking flights, hotels, cars, trains and all other travel related activities
Making arrangement for accommodation and transportation to the staff or traveler during their travel schedule Work closely with PC & SPC for Travel requirements related to participants of a specific event/workshop.  
Setting up and maintaining vendor (travel agents) accounts Managing visa, passport and custom situation as required 
Facilitating for the smooth and easy travelling of the staff
Run reports/manifests when required i.e. airline strikes, ticketing deadlines etc.
Control of all payments , both customer and supplier. 
Any amendments or cancellations related to the travel bookings, whether customer requested or otherwise will be handled efficiently and effectively in this role. 
Providing excellent service levels working effectively in a fast moving & multi-lingual team 
Work closely with Admin.  Assistant/Reception ist to make sure all the office and receptionist arrangements are well managed from time to time. 

Perform other duties as assigned

Knowledge, Skills, and Abilities: 
  
 Graduate from secretarial or business studies 
 Minimum 4 years experience in office administration 
Knowledge of administrative and clerical procedures 
 Excellent geographical/ holiday destination knowledge. 
 Knowledge of the travel industry, charter and scheduled flights will be an advantage 
 Knowledge of the airline carriers and the destinations served by each will be an advantage. 
 Able to work methodically, accurately and neatly 
 Good oral and written communication skills 
 Proficient in Microsoft Office Applications 
 Highly meticulous with excellent interpersonal, communication and organizational skills 
 Able to work in a fast-paced environment 
 Able to work as part of a team 

 
2) Administrative Assistant/Receptionist_code: AA/R

Department:  Finance & Administration
Position Reports To: Office Manager 
Positions Supervised: none 
Location:   Jakarta Office 
 
Overview: 

The Administrative Assistant/Reception ist will perform a range of administrative tasks and also acting as a Receptionist  in Jhpiego Indonesia office, including answering phones, managing schedules, assisting with travel arrangements for expat staff, general office support and work flow and assistance with special projects. 

Answer telephone, take and relay messages Managing and distributing general documentation and correspondence General administrative and clerical support, prepare letters and documents
Schedule appointments, maintain appointment diary either manually or electronically
Organize the use of meeting rooms for all staff.
Assist senior staffs and Consultants to produce letter, documents, reports and presentations or materials for distribution (including word processing, computer graphics, lay out, photocopying, etc.
Manage mail and package delivery, including weekly International courier service to Jhpiego Head Office
Assist in the planning and takes primary responsibility for the logistics and preparation of special events, staff meeting, etc., including agenda preparation, materials and scheduling of conference rooms. 
Maintaining general office filling, photocopying, and faxing. 
Operate a range of office machines such as photocopiers, computers, scanner and faxes 
Manage Jhpiego operational cars traffic and drivers log sheet and expenses 
Assist Office Manager in updating in Inventory List 
 Perform other duties as assigned 
Tidy and maintain the reception area 


Knowledge, Skills, and Abilities: 
 
  Graduate from secretarial or business studies 
  Minimum 4 years experience in office administration 
  Knowledge of administrative and clerical procedures 
 Able to work methodically, accurately and neatly 
  Good oral and written communication skills 
 Proficient in Microsoft Office Applications 
  Highly meticulous with excellent interpersonal, communication and organizational skills 
  Initiative 
  Able to work under pressure and with minimum supervisor 
  Able to work in a fast-paced environment 
  Able to work as part of a team 

To apply, please e-mail your cover letter ,CV and three names of references including the job reference in the subject line of your e-mail to: hr-id@jhpiego. net

Closing date: 10 February 2012 
Only short-listed candidates will be contacted for an interview
More information about Jhpiego can be found at website www.jhpiego. org