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Administrative Assistant, Indonesia

5 months ago

Jakarta, Indonesia Landesa Full time

**Position Title**:Administrative Assistant, Landesa, Indonesia***

**Status**:Full-time consultant

***Location**: Jakarta, Indonesia

***About Landesa**:Landesa is an international nonprofit dedicated to ending global poverty by securing land rights for women, men, and communities experiencing poverty around the globe. Founded in 1981, Landesa has worked in 50 countries throughout the world, with a central office in Seattle, USA and regional offices in China, India, Kenya, Liberia, and Tanzania. The Southeast Asia Program is growing quickly within that landscape. Landesa partners with governments, civil society, and companies to develop pro-poor and gender-responsive laws, policies and programs that have helped strengthen land rights for more than 180 million families.

***

**Job Summary**: Landesa is seeking an organized, detail
- and action-oriented, and challenge-ready Administrative Assistant, able to deal comfortably with ambiguity, who will be responsible for a range of administrative work that supports the efficiency and quality of Landesa Indonesia’s operations and programmatic work.

**Reporting and Relationships**: Based in Jakarta, Indonesia, the Administrative Assistant reports directly to Landesa's Indonesia Coordinator of Programs. The Administrative Assistant will also work proactively and directly with the program and operations teams in Seattle, USA, and Landesa’s third party financial intermediary.

**Availability**: The Administrative Assistant is expected to work a standard work week of 40 hours plus additional hours as necessary to get the job done. T his individual will often need to be available for calls outside normal business hours. The position may include travel of up to 40 days per year.

**Remuneration and Time Frame**: Competitive compensation, determined by experience and qualifications. One year contract, extended on a yearly basis by mutual agreement, over the course of the five-year program.

**Essential Job Functions**:
***

**Program Administration**
- Provide administrative support around planning and executing project activities.
- Serve as the primary notetaker - includes accompanying Indonesia staff to meet government officials in Jakarta and outside of Java, and circulating notes (in Bahasa Indonesia and English) among Landesa Indonesia and US-based teams in a timely fashion.
- Assist with Landesa Indonesia team’s knowledge and report management - compile and maintain an up-to-date inventory of all project reports, documents, and deliverables.
- Conduct light research related to program needs.

***

**General Administration**
- Assist in supporting Landesa through the registration process.
- Assist with the process of acquiring meeting or office space and maintaining such space.
- Assist in developing Standard Operating Procedures (SOPs) by documenting and formulating the workflow of administrative related processes.
- Provide general administrative support: ensuring the Indonesia program runs as a well-oiled machine by managing administrative tasks in a timely, organized and efficient manner, including tasks related to budgets; expense reporting; coordination of staff and consultants, invoices and contracting agreements; contract administration; capacity building of staff; event planning; document storage; copy editing; notetaking; and general troubleshooting and coordination between Landesa Indonesia, US, and Southeast Asia-based teams required for maintaining Indonesia-based operations. Includes:

- Organizing in-person and virtual meetings and events.
- Arranging air travel, ground transportation, lodging, per diem, and travel-related reimbursement, interpreters, facilities, and other rentals.
- Supporting third party engagement (e.g., selecting and negotiating with local service providers; evaluating vendor contracts, maintaining direct communication with external operational partners, assisting with payment processes, while following specified internal due diligence processes).
- A Bachelor’s degree or an equivalent combination of education and experience.
- 2-5 years of experience performing administrative or coordinative work in a variable but process-intensive environment; experience in a non-profit, financial, or legal setting; and experience working in an international organization or across countries and cultures is a plus.
- An appreciation for process and an ability to quickly grasp the resources, stakeholders, information, and decision points necessary for bringing a multifaceted task to completion; an ability to support the efficient management of people and workflows.
- A high level of comfort with ambiguity, juggling tasks, and an ability to remain composed and effective in the face of tight deadlines, unexpected developments, and competing priorities.
- An eagerness to seize challenges and to create efficiency and ease for multiple teams.
- Interested and able to grow their role as the Landesa Indonesia program grows.
- Financial acumen