The Office Assistant works under the supervision of the Deputy Director General for Finance and Administration. The assignment encompasses four main areas of responsibility:

1. Assisting superiors through administrative support.

2. Coordinating, supervising, and taking action on General Affairs and Office Management activities.

3. Leading small-scale projects on behalf of superiors.

4. Supporting IT-related functions, with a focus on IT security enhancement in coordination with the IT team.

IT support will emphasize coordination with General Affairs operations and the development of a collaborative framework with the IT section.

Assistant Responsibilities:

1. Arrange travel, visas, and accommodation for superiors.

2. Provide telecommunication equipment to support the superior’s official agenda.

3. Organize and attend meetings (online or in-person), take notes, and document events through photography.

4. Manage financial documents: gather cost estimates, draft contracts, submit invoices, process payments, and handle reimbursement requests.

5. Greet and assist visitors of all levels of seniority.

6. Provide administrative support as requested by superiors.

7. Screen phone calls and emails, and handle inquiries or requests appropriately.

8. Serve as a communication liaison for superiors, both internally and externally.

9. Collaborate with team members and assist with administrative tasks as needed.

10. Organize and maintain documents, images, and files.

General Affairs Responsibilities

Basic Office Management

1. SharePoint Operations Management

   • Coordinate with the IT team and vendors to manage the SharePoint page effectively.

2. Internal Communication & Facility Coordination

   • Facilitate communication between staff, superiors, and building management.

   • Arrange guest access cards.

   • Manage incoming and outgoing goods and services.

   • Organize overtime air-conditioning and restroom access.

   • Coordinate with the Building Receptionist for events expecting 50+ guests.

3. Vehicle Use Management

   • Arrange official use of office vehicles for team members.

4. Procurement & Vendor Management

   • Source vendor information and compare pricing.

   • Maintain vendor relationships.

   • Support contract negotiation and procurement documentation.

5. Communication & IT Equipment Support

   • Provide and maintain telecommunication equipment.

   • Coordinate with IT and vendors to ensure functionality of office equipment, including photocopiers and toner supply.

6. Facility Maintenance Coordination

   • Relay maintenance requests and submit resolution reports.

Special Support Services

7. VIP Guest & Event Management

   • Organize VIP receptions.

   • Provide logistical support for important meetings and events.

   • Handle special protocol requirements.

8. Employee Support Services

   • Address employee concerns related to office operations.

   • Guide staff on office usage and regulations.

   • Manage ID cards, business cards, and stamp creation.

   • Coordinate first-aid kit maintenance and medicine procurement with the healthcare team (via cash advance system).

Facility & Environmental Management

9. Cleaning & Environmental Oversight

   • Supervise pest control and cleaning services.

   • Ensure quality control of cleanliness.

   • Promote hygiene awareness among staff.

10. Renovation & Refurbishment Support

• Provide administrative support for renovation projects.

• Ensure business continuity during construction.

11. Asset Management

• Maintain and update the organization’s asset register.

IT Security Enhancement Support

These tasks must be performed under direct IT team guidance:

• Manage SharePoint security settings (routine administration only).

• Assist in the preparation, update, and distribution of IT security policy documents.

• Support access rights management tasks.

• Assist in security-related training activities.

Note:

• No independent IT decisions or configuration changes are permitted.

• Tasks are limited to routine administrative support only.

Qualifications

Education & Experience

• Bachelor’s degree in Business Administration, Management, Public Administration, or a related field.

• 2–3 years of experience in general affairs, office administration, or facility management.

• Experience with vendor coordination, procurement, and office maintenance is preferred.

• Experience in an international work environment is a plus.

• Basic experience with IT-related tasks.

Skills & Competencies

• Strong organizational and multitasking skills.

• Excellent communication and interpersonal abilities.

• Proficiency in Microsoft Office (Word, Excel, PowerPoint); basic familiarity with SharePoint and similar platforms.

• Discretion in handling confidential information.

• Attention to detail and a proactive problem-solving attitude.

• Ability to work independently and in a team setting.

• Basic knowledge of office equipment maintenance and procurement procedures.

• Comfortable working in a multicultural environment.

Language Requirements

• Proficiency in English and the local language (both written and spoken).

Other Requirements

• Familiarity with general health and safety protocols.

• Willingness to work flexible hours, especially during events or emergencies.

• Strong time management and task prioritization skills.

• Ability to collaborate effectively with the IT section.

Working Location

ERIA Annex Office: Sentral Senayan II, 5th, 6th, 15th Floors, Jl. Asia Afrika No. 8, Gelora Bung Karno, Senayan, Jakarta Pusat 10270, Indonesia

How to Apply

Send a full resume to [email protected] as soon as possible. When you email us, please write 'Application for Assistant, General Affairs' in the subject field. ERIA only accepts applications submitted through this email address.

Application Deadline: 25 June 2025

Entry on duty: as soon as possible

Note: ERIA does not charge fees at any stage of our recruitment process. Please feel free to email questions to us at: [email protected], if any. For additional information, please refer to the ERIA website: http://www.eria.org.

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Under the direct supervision of the Legal Specialist, the successful candidate will assist with the following activities:

Key Responsibilities:

• Track contract timelines and coordinate internal review and approval processes.

• Conduct legal research and compile relevant documents, laws, and precedents.

• Facilitate effective communication and coordination with internal and external parties regarding legal requirements for agreements or other matters requiring legal input.

• Provide administrative and legal support to the legal team, ensuring efficient handling of legal documents and proper maintenance of legal records.

• Support legal aspects of financial and other audits, including handling agreements and confidential information with discretion and professionalism.

• Assist in reviewing and drafting agreements, especially MOUs, NDAs, and service agreements. Provide feedback to relevant divisions on potential legal risks.

• Register and upload signed agreements into the organization’s internal system.

• Maintain and organize legal files, records, and databases (both physical and digital).

• Assist the Legal Specialist in managing fraud, criminal, and employment-related cases, including preparation of documents, evidence, and translations.

• Support the development and implementation of internal compliance measures, including anti-bribery policies, conflict of interest management, information security, and internal legal training (e.g., e-learning).

• Assist in the review and maintenance of internal documents and policies related to employment law, such as labor contracts, working regulations, disciplinary procedures, dismissals, and harassment.

• Contribute to litigation and dispute resolution processes in coordination with external counsel, including early settlement assessments and evaluation of legal and financial impacts.

Qualifications:

• Diploma or bachelor’s degree in Law or Legal Studies.

• Minimum of 3 years’ experience as a corporate lawyer or legal consultant (preferred).

• Practical knowledge and experience in contract law, labor law, personal data protection, and corporate compliance.

• Strong organizational and document management skills.

• Excellent written and verbal communication skills.

• Familiarity with legal terminology, procedures, and documentation.

• High level of attention to detail and accuracy.

• Proficiency in Microsoft Office and legal document management tools.

• Proficiency in drafting and reviewing legal documents in English.

• Knowledge of Intellectual Property Rights (IPR), personal data protection regulations, and compliance is an asset. Please indicate relevant experience in your application.

• This is a fixed-term appointment, with the possibility of renewal based on performance.

Personal Attributes:

• Adaptable and flexible, capable of managing multiple tasks and working extended hours when necessary.

• Proactive, open-minded, and eager to learn.

• Honest, dependable, and trustworthy.

• Able to work both independently and as part of a team.

• Effective in multicultural and diverse work environments.

Working Location

ERIA Annex Office: Sentral Senayan II, 5th, 6th, 15th Floors, Jl. Asia Afrika No. 8, Gelora Bung Karno, Senayan, Jakarta Pusat 10270, Indonesia

How to Apply

Send a full resume to [email protected] as soon as possible. When you email us, please write 'Application for Senior Legal Assistant' in the subject field. ERIA only accepts applications submitted through this email address.

Application Deadline: 10 June 2025

Entry on duty: as soon as possible

Note: ERIA does not charge fees at any stage of our recruitment process. Please feel free to email questions to us at: [email protected], if any. For additional information, please refer to the ERIA website: http://www.eria.org.

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