Administration Assistance

2 days ago

Jakarta, Jakarta, Indonesia Private Advertiser Full time

Typing:

  • Perform a full secretarial service that includes the organization and filling of documents and records, the co-ordination of tasks and administrative activities within procedures ensuring the work area's needs are effectively accomplished.
  • Prepare memos /letters related to the administration activities and ensure timely and accurate responsiveness.

Administrative Support Service:

  • Ensure the inventory of the office equipment and keep the assets register updated.
  • Provide assistance in overseeing the office cars maintenance.
  • Maintain cars insurance coverages
  • Follow-up the fuel consumption registers.
  • Assess future needs and monitor the availability of office stationery and materials ensuring purchase request are completed in SAP-MM in a timely fashion, in accordance with Company procedures and guidelines.
  • Prepare memos to the Ministry of Foreign Affairs.
  • Entering data in MoFA Portal.
  • Ensure the utilization of the petty cash and prepare a monthly report on each expenditure.
  • Coordinate with Hotel to get best conventional rate with best agreements

Company events related Assistance:

  • Ensure administrative support activities in the organization of company events, ensuring attendees are informed and the availability of required documents and arrange documentation to be circulated as appropriate.
  • Provide the required assistance to company missions.
  • Liaise with the travel agency for processing the issuing of prepaid air tickets for MCs participants/experts. Arrange the required accommodations.
  • Provide any needed services during the company events and to facilitate communication. Alert participants on the resumptions of meeting at the end of the recesses & breaks, organize collection & processing of meeting documents upon conclusion of the meeting and arrange dispatching meeting files and documents to the participants and archiving unit.
  • Coordinate with parties on the supply of meeting materials such as stationary, documents … etc.
  • Perform routine image recording for company main events, organize images files & galleries albums.

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