Office Assistant/Receptionist - Central Java

Full Job Description

Management Sciences for Health (MSH) is seeking a Office Assistant/Receptionist for USAID BEBAS-TB  5-years activity having the aim of reducing TB incidence and mortality by supporting the Indonesian government to address the critical gaps and challenges of the TB program. This Activity will build on the work of previous USAID activities and current projects to achieve its goal. BEBAS-TB’s support will focus on improving access and utilization to quality and patient centered comprehensive TB services.

This position is located in Central Java

Overall Responsibilities:  

The Office Assistant/Receptionist will provide general administrative support.  They will work closely with the Receptionist, under the supervision of the Operations Manager, to ensure a smooth flow of Office Operations.

Illustrative tasks include helping to maintain an orderly office environment, photocopying and scanning documents, filing, assisting to arrange conference rooms for meetings, running errands, delivering packages to staff and escorting guests. 

They will interact with visitors and staff and are expected to represent BEBAS MSH in a polite and professional manner.

Specific Responsibilities

• Managing the front desk, attending to MSH internal and external clients, providing required information, and channelling clients to the required services/ relevant teams.
• Attends to incoming and outgoing telephone calls and directing them to the respective destinations.
• Receive, verifying and route invoices to accounts for payment to vendors.
• Replenishing and ensuring that staff have operational supplies/stationery required for their daily office work (ensuring sufficient printing paper at copier/printer points, notebooks, and tooled desk organizers as required by staff)
• Support meeting schedules, ensure timely setup, working with the IT staff for required equipment and with cafeteria for required refreshments (tea, meals, supplies etc).
• Replenishing and ensuring that staff have materials/stationery required for their daily activities (notebooks, and tooled desk organizers).
• Ensuring that the centralized printers and photocopiers always have paper supplies /consumables and reporting malfunctioning cases to IT/ supervisor.
• Receiving and recording all incoming correspondences and channelling them to the respective offices or individuals.
• Overall responsible for office opening/closing and ensuring that the office building is secured at the end of day, or s/he informs/assigns another staff with required credentials when s/he is not available.
• Ensure garbage is collected from office premises whenever due and that the premises are maintained clean and organized, working through the cleaner’s supervisor.

• Support the Finance and Administrative Director with the availability of materials, including stationery, printed materials, branded materials, name tags, all arranged and packaged in an appropriate manner, for training activities.
• Perform other duties assigned from time to time.

QUALIFICATIONS

Education

• Bachelor’s Degree in Office Management, Business Administration, or related discipline required.

Experience

• 1 year prior experience working in a professional business environment with front desk, stores management and general office assistance experience is required.

• Computer literacy at an intermediate using word processing and spreadsheet applications, Microsoft Excel and Word desirable. 

Competencies

• Demonstrates a willingness to learn and widen his/her skills
• Initiative, good interpersonal / communication skills
• Willing to perform any other duties as may be assigned from time to time.

Physical Demands

• Ability to lift/move small packages

MSH is an equal opportunity employer and will not discriminate against any employee or applicant for employment on the basis of race, color, sex, sexual orientation, gender or gender identity, religion, creed, citizenship, national origin, age, veteran status, or disability unrelated to job requirements. MSH will take affirmative action to ensure that qualified applicants are employed and that employees are treated without regard to their race, age, color, religion, sex, sexual orientation, gender identity, national origin, veteran and disability status. In compliance with U.S. Department of Labor Executive Order 11246, Section 503 of the Rehabilitation Act, and Section 4212 of the Vietnam Era Readjustment Assistance Act, MSH has developed and maintains an affirmative action program and plan.

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