Administration Officer - PASTI Project, Kalimantan Barat

Provide comprehensive support for the efficient operation of the PASTI project.

This opening is not available anymore. Do not try to apply for this job.

WVI - World Vision International

Open positions at WVI

Show advice for this position

Open application form

Overview

Provide comprehensive support for the efficient operation of the PASTI project.

You have:

Minimum Bachelor Degree in Administration or Diploma In Secretary, and other relevant fields
Minimum 2 years professional experience in administration
Demonstrate shorthand and excellent typing skills, speed and accuracy
Proficiency in Bahasa Indonesia as native language
Proficiency in English communication is highly valuable, or equal with TOEFL Score 450
Ability to move freely, both indoors and outdoors, to conduct site visits, meetings, and other activities related to the job responsibilities
Awareness and commitment to maintaining a healthy work-life balance, considering the demanding nature of travel and fieldwork
Excellent organizational skills and excellent communication skills, both verbal and written
Thorough knowledge and skill of Microsoft Office and Lotus Notes, Ms Teams, Zoom, Outlook mail, and familiar with other application
Ability to deal with strict confidential information
Ability to use digital technology, communication tools or networks
Thorough understanding of community engagement programs
Strong analytical, interpersonal, and facilitation abilities

Join 1000+ people on Reddit

Join r/UNpath

Details

Wahana Visi Indonesia is a Christian humanitarian organization dedicated to work and collaborate to empower the most vulnerable children, family and community through community development, advocacy, and emergency response for sustainable transformation regardless of religion, race, ethnic or gender.

Since 1998, Wahana Visi Indonesia has carried out various community development programs focusing on children. Hundred thousands of children in Indonesia have been benefited from WVI’s accompaniment program. Wahana Visi Indonesia is a trusted partner of World Vision International.

Key Responsibilities:

Providing a comprehensive, confidential and professional support service to the PASTI team in all aspects concerned with the efficient and successful operation of PASTI project.

About PASTI Project : https://wahanavisi.org/id/proyek/pasti

Strategy Development & Planning

To ensure the smooth flow of information, data & documentation for PASTI project during the strategy development, planning and implementation including action monitoring to achieve target of Implementation of project.
To manage data of PASTI project to be used in the making of strategic plan/ decision.
Support Data/Information related project in targeted area context for strategy development and planning.

Accountability & Quality Assurance

Perform general clerical duties to include but not limited to photocopying, mailing, and filing
Manage and monitor correspondence related to program team
To ensure a confidential and efficient filing system for PASTI team, especially for all critical documents and Minutes of Meeting (MoM) of events conducted by program team
To ensure appropriate systems and processes are developed and maintained to support effective and efficient day to day running of the program.
Ensure all required documents for team (activity report, MoM, waybill / CoW, other finance & procurement documents) are complete and maintain the documents as part of supporting the process of payment.
Create, transcribe, and distribute meeting agendas and minutes for Internal events / workshop
Support the logistic arrangements of events for program team (Include distributing letter to respective government, coordinating with other partners to conduct the events)
Coordinate with legal specialist for all agreement documents and ensure the documentation of all legal documents that relate to PASTI project

Networking & Coordination

Provide technical assistance to program team for any events

Management & Leadership

Submits periodical/ monthly accomplishment report
Build and maintain positive spirit of working in team with other staff in respective unit and department
Provide Christian value and support to enrich the organization's life, faith, Christian commitments and ministry to the disadvantaged children and communities we seek to serve.
Be a role model and inspiration in managing work, communication and relationship with internal staff and external parties.
Manage all risks related to PASTI Project according to organization policies, guidelines, and standard. This includes risks in fraud, safeguarding, and other related risks.

Qualification

Minimum Bachelor Degree in Administration or Diploma In Secretary, and other relevant fields
Minimum 2 years professional experience in administration.
Demonstrate shorthand and excellent typing skills, speed and accuracy
Proficiency in Bahasa Indonesia as native language.
Proficiency in English communication is highly valuable, or equal with TOEFL Score 450
Ability to move freely, both indoors and outdoors, to conduct site visits, meetings, and other activities related to the job responsibilities.
Awareness and commitment to maintaining a healthy work-life balance, considering the demanding nature of travel and fieldwork.
Excellent organizational skills and excellent communication skills, both verbal and written
Thorough knowledge and skill of Microsoft Office and Lotus Notes, Ms Teams, Zoom, Outlook mail, and familiar with other application.
Ability to deal with strict confidential information.
Ability to use digital technology, communication tools or networks
Thorough understanding of community engagement programs.
Strong analytical, interpersonal, and facilitation abilities.

ONLY a shortlist of applicants will be contacted.

WVI implements a Safeguarding Policy as a form of our commitment to protect children and adult beneficiaries. WVI has zero tolerance towards incidents of violence or abuse against children or adults, including sexual exploitation or abuse, committed either by employees or others affiliated with WVI work, and WVI also participates in the Steering Committee for Humanitarian Response (SCHR) Inter-Agency Misconduct Disclosure Scheme (MDS)

Applicant Types Accepted:

Local Applicants Only

Apply now

Potential interview questions

Can you describe your experience in managing confidential information within an administrative role?	This assesses your ability to handle sensitive data responsibly.	Share specific examples of how you maintained confidentiality in your previous roles.
How do you prioritize tasks when managing multiple deadlines?	This evaluates your organizational and time management skills.	Pro members can see the explanation.
Explain a time when you had to support a team during an event. What was your role?	Pro members can see the explanation.	Pro members can see the explanation.
What software tools are you proficient in, and how have you used them in previous roles?	Pro members can see the explanation.	Pro members can see the explanation.
Describe a challenging administrative task you faced and how you resolved it.	Pro members can see the explanation.	Pro members can see the explanation.
How do you ensure effective communication within a team?	Pro members can see the explanation.	Pro members can see the explanation.
How would you handle a situation where you are required to support multiple projects simultaneously?	Pro members can see the explanation.	Pro members can see the explanation.
Can you give an example of how you have contributed to a positive work environment?	Pro members can see the explanation.	Pro members can see the explanation.