Administrative Assistant

Introduction

The building blocks of a healthy and well-performing SME ecosystem consist of supporting the growth of SMEs by facilitating access to local and global markets (inclusive business ecosystem), increasing access to financial products/services to support business expansion, increasing competitiveness, productivity, and promoting innovation of SMEs by providing standard business requirements and technology adoption. The SMEs are continuously growing their business and for this purpose, they constantly need financing from banks and other FSPs. However, SMEs are reported to still face difficulties in accessing products and services of formal financial institutions.

The PROMISE 2 IMPACT is the second phase of the PROMISE IMPACT project that aims at strengthening the capacity of Financial Service Providers (Bank Perekonomian Rakyat/BPR and Bank Pembangunan Daerah/BPD) to serve the SMEs in productive sectors in a select location of the project and enhancing the capacity of those SMEs to expand their business and create employments. These objectives are achieved inter-alia through promoting digital transformation and strengthening the targeted SMEs’ value chain and business ecosystem. In addition, the project will also support the financial service authorities and the national and regional policymakers to enhance financial inclusion in Indonesia further.

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Through these interventions, the PROMISE 2 IMPACT project proposes to create an enabling environment for an inclusive financial sector for SMEs will be strengthened, which will lead to economic growth and improved employment outcomes, particularly in the post-pandemic situation whereby small and medium enterprises are severely impacted.

The Administrative Assistant position will support project implementation by handling daily administrative and finance-related tasks. The position is based in Jakarta, Indonesia, under the responsibility of the ILO Office for Indonesia and Timor Leste (CO-Jakarta). The incumbent will be required to maintain a close working relationship with other projects and units of the ILO in Jakarta, as needed.

Reporting Line

The Administrative Assistant will work under the direct supervision of Project Manager Promise II Impact, based in Jakarta. She/he will also coordinate with and receive guidance from the National Project Coordinator and other colleagues in the ILO Jakarta Office who support the project.

Description of Duties

1. Provide a range of support services in the areas of general office administration, finance, and/or HR that contribute to the timely delivery of business operations following the applicable standards.
2. Draft and prepare standard correspondence and other materials on own initiative or from instructions, ensuring clarity of content and compliance with applicable standards and finalize for signature. Prepare draft translations of correspondence and other documents. Word process and format in final form a variety of documents. 
3. Maintain and update databases. Input data and process routine administrative actions in the IRIS system related to leave entitlements, contracts, purchase orders, payments processing, and/or travel.
4. Provide support for the official travel of staff, including travel and accommodation arrangements, security clearances, visa requirements, and transportation of personal effects.
5. Provide support for meetings and events, including processing administrative actions in the IRIS system, preparing, and distributing invitation letters, agendas, and other materials, arranging meeting facilities and equipment, making travel arrangements, preparing routine cost estimates, and providing support and information to participants on matters of a routine nature. 
6. Register and route mail, correspondence, and other documents. Process outgoing mail ensuring the most appropriate method in terms of postal rates and regulations. Maintain and organize filing systems for correspondence, documents, publications, and/or reference materials. Plan and coordinate the activities of the Office’s registry as required.
7. Respond to routine telephone, email, and in-person inquiries or refer to the appropriate contact/unit. Supply readily available information from office files and databases. Receive and direct visitors and arrange appointments.
8. Maintain and update inventories of office supplies. Ensure stocks are adequate and order supplies promptly. Keep the stockroom in order. 
9. Keep abreast of changes to relevant operational rules, regulations, policies, procedures, guidelines, and processes and share information with concerned parties.
10. Perform other relevant duties as assigned.

Required qualifications

Education

Completion of secondary school education.

Experience

Minimum of four years of general administration and office support work experience.

Languages

Excellent knowledge of the working language of the duty station and a good knowledge of English.

Competencies

• Knowledge of general office procedures and proficiency in the use of standard office equipment
• Good knowledge of PC software (including word processor and spreadsheet and presentation software) such as Microsoft Office

In addition to the ILO core competencies [Integrity and transparency, Sensitivity to diversity, Orientation to learning and knowledge sharing, Client orientation, Communication, Orientation to change, taking responsibility for performance, Quality orientation, and Collaboration], this position requires:

•  Ability to work within the applicable rules, regulations, policies, and procedures.
• Ability to adapt quickly to new software and systems. 
• Ability to search, retrieve, and compile information from a variety of sources. 
• Ability to draft standard correspondence. 
• Ability to reply appropriately to telephone, email, and in-person inquiries.
• Ability to maintain records and files and update databases.
• Attention to detail to identify data discrepancies.
• A high degree of discretion with a sense of responsibility in dealing with confidential matters.
• Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behavior and attitudes.