10 December 2013

Vacancy at HELM Project - Receptionist

Chemonics International, a global international development consulting firm(www. chemonics. com) seeks qualified Indonesian specialists for the USAID Higher Education Leadership and Management (HELM) project in Indonesia.
Project Overview

The USAID/HELM project was awarded to Chemonics International on November 28, 2011. Chemonics implements HELM with support from partners: the Indiana University Alliance; JBS International Inc., Aguirre Division; and the University of Kentucky (UKY). The five year project was designed to support Indonesia's Higher Education (HE) sector in increasing its quality and relevance through improved focus on administration and management capacity. In partnership with the Ministry of Education and Culture (MoEC) and the Directorate General of Higher Education (DIKTI), HELM provides technical assistance, training, and additional support to strengthen the leadership capacity and increase effectiveness in the following four core management areas:


1.   General administration and leadership

2.   Financial management

3.   Quality assurance

4.   Collaboration with external stakeholders


HELM works in close collaboration with DIKTI and, by Year 3, partners with 50 Indonesian Higher Education Institutions (HEI). The project is designed to address the USAID Education sub-intermediate result, "increased management capacity of Indonesian Higher Education Institutions" which contributes to the intermediate result "improved quality of higher education" under the over-arching assistance objective: "students better prepared for success in learning and work."

 Title : Receptionist


Principal Duties and Responsibilities

The Receptionist is responsible for reception, customer service, and ensuring all office administrative systems are effectively running on a daily basis. He/She may also assist with general office tasks, including work related to basic office management requests. The Receptionist will report directly to the Administrative Manager or his/her designee and on regular basis will be required to do the following:


Specific tasks

1.           Receptionist service as the initial face for the project office, including greeting guests and ensuring a positive initial impression of the project, answering telephones and taking clear messages as needed, scheduling appointments as required and other duties.

2.             Provide secretarial support including phone operator, control long distance and international telephone usage if needed.

3.             Provide secretarial support for all correspondence, including drafting of letters, memos, etc. and keeping a clear and organized filing system in place for all in-bound and out-bound correspondence.

4.           Supervise and manage the Driver's day to day activities.

5.           Coordinate project driver's schedule and  logs as required for completeness and compliance with regulations.


6.           Assists in sending and receiving the mail, including but not limited to the home office pouch and documents including logging all office deliveries.


7.           Maintains the administrative records and updates the general filing system daily as per the file index.


8.           Manage the monthly office mobile phone usage and payment records, office maintenance and utility usage and payments, and other recurring monthly payments as needed.


9.           Perform other tasks as requested by his/her supervisor.



Eligibility Requirements:


1.                Minimum 1 year working as a receptionist in a professional office setting.

2.                Excellent organizational skills and demonstrated ability to multi-task.

3.                Experience in a hospitality position and working with  donor funded program preferred.

4.                Excellent English verbal and writing skills.

5.                Ability to make independent decisions and work as a team player.

6.                Excellent interpersonal and coordination skills.

7.                Flexible and adaptable to change.

8.                Ability to use Microsoft applications including MS Word, PowerPoint, Excel, and Outlook.


Application submission instructions:

•          Interested applicants for the position above are requested to send a cover letter and resume (English) to indonesiahelm@gmail.com by December 15, 2013.

•          Please list the position title in the subject line of the email.

•          This position is subject to USAID approval and salary scales.


Chemonics is an Equal Opportunity Employer. We do not discriminate on the basis of race, color, sex, national origin, religion, age, equal pay, disability, and genetic information.


No telephone inquiries, please. Applications will be considered on a rolling basis. Only qualified candidates will be contacted.

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