Administrative Assistant
4 days ago
Manages and administrates the RMO Document Management System, acting as document controller, by:
Maintaining the RMO Master document register.
Issuing RMO document numbers following the document control system.
Issues RMO documents to key stakeholders for review, updates, approval and use.
Managing and maintaining the RMO Google Drive Document System, in line with the RMO risk management systems and models. Controlling access, availability and authorities.
Administrates the JIS Emergency and Crisis Management Team and Crisis Room.
Monitors, updates and distributes the Emergency and Crisis Management Team organization and contact details.
Maintains, updates, and coordinates the JIS Emergency and Crisis Management Team Calendar for training, drills, exercises, and awareness.
Coordinates the production of JIS Emergency and Crisis Management procedure card aid memoirs.
Supports the Risk Management Advisor in the maintenance and testing of the JIS Crisis Room and equipment.
Manages, maintains, and coordinates the JIS Emergency Satellite Phones.
Manages and administrates all RMO third-party and government agency contracts, memorandums of understanding, agreements, and life support.
Monitors all RMO contract invoices, renewal, and performance key dates and milestones.
Monitors and coordinates all contractor scopes of work, memorandums of understanding, and agreements within the RMO document management system.
Receives and processes all RMO contractor invoices and requests timekeeping and service delivery confirmations from the relevant RMO function.
Maintains minutes of meeting for all Kick-off Meetings, monthly, quarterly, and annual management meetings, and performance reviews.
Monitors and administrates RMO finances, supporting the Risk Management Advisor’s budget management and cost control function.
Receives, reviews, and processes contractor invoices with the support of the safety and security functions of service delivery confirmation processes.
Coordinates cash payments through the JIS cashier to issue and record all police and government agency payments.
Monitors and coordinates police and contractor meal allowances, and life support delivery.
Coordinates the RMO petty cash and department budget, functions, equipment, uniform, and stationary.
Maintains strict confidentiality of all JIS RMO administration and operations.
Embraces the JIS Learning Dispositions of Resilience, Resourcefulness, Relating, and Reflecting
Performs other related duties and assumes other responsibilities as assigned the Risk Management Advisor, including and not limited to other projects when deemed necessary.
Minimum a bachelor’s degree from an accredited institution
Previous experience for a minimum of 5 years in an office administrative role in a multi-cultural international organization
Demonstrated ability to communicate effectively in English and Indonesian
Highly developed organizational ability, initiative, and motivational skills
Knowledge of Modern Office Practices and Procedures, including filing systems and telephone techniques, letter and report writing, and office machines
Ability to establish and maintain effective working relations with people of different national and cultural backgrounds with sensitivity and respect
Ability to work independently and collaboratively with the team to achieve common objectives teams and liaise with other departments
Detail-oriented and has a high level of initiatives
Proven ability to have strong public relations and customer service skills and ability to communicate at all levels including students, parents, staff, and faculty.
Strong ability in analytical thinking and ability to work under pressure.
Ability to treat sensitive issues in a confidential manner
Measurable history of organizational ability and skills in performing multiple tasks simultaneously with minimum supervision
Self-motivated, analytical, and with problem-solving skills.
Patient, calm, compassionate, and resilient.
A clear commitment to Child Protection, safety, service learning, and environmental stewardship
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