EXECUTIVE ADMINISTARTIVE ASSISTANT (Yogyakarta)

LOOKING FOR AN

EXECUTIVE ADMINISTARTIVE ASSISTANT (Yogyakarta)
WITH A PASSION FOR INTERNATIONAL DEVELOPMENT

Miyamoto International, Inc. (“Miyamoto”) is in business to make the world a better, safer place. Miyamoto is a global multi-hazard engineering and disaster risk reduction firm that provides resiliency expertise that sustains industries and safeguards communities around the world. We work with governments, international development banks, including The World Bank and Inter-American Development Bank, UN agencies, NGOs and other partners in the international development and humanitarian assistance sector to help communities build resilience to natural disasters.

PT. Miyamoto International Indonesia (“Miyamoto Indonesia”) is the registered Indonesian branch of Miyamoto International, Inc. with an office in Bali. Miyamoto Indonesia seeks out and undertakes Indonesian-based Engineering, Development, and Humanitarian Programs and provides support services to Miyamoto International projects, staff, contractors, and visitors working in Indonesia or the region.

Miyamoto is currently seeking an Executive Administrative Assistant (EAA) to provide administrative and logistic support to our Senior Technical Humanitarian Specialists and management team, who are working globally, but based out of Indonesia and the region. This position is a full-time equivalent position, working primarily from home position, with the expected candidates to be based in Yogyakarta in Indonesia. The primary aim of this position is to assist Miyamoto’s Senior Technical Humanitarian Specialists in managing both International and domestic travel, including booking flights, hotels reservation, setting up meetings and appointments, tracking expenses and assisting with invoicing. The position will involve liaising with Miyamoto International’s admin, finance and HR teams, as well as with Miyamoto in provide liaison assistance on such matters with other team member of the Consulting firm. The position may involve some minor travel to assist with in country or regional projects, along with regular in-office meetings as agreed with the management team.

Candidates need to note: This position is expected to entail no more than 40 hours work per week, hours of work will need to be flexible including evening and weekend work. Flexibility of hours worked is essential as the position includes providing remote support to Miyamoto’s technical humanitarian specialists who may be deployed throughout the world, operating in different time zones and in need of logistical support. The position will also involve regular meetings with Miyamoto’s International Development and Humanitarian Assistance office in Washington DC, and Miyamoto’s Los Angeles office as well other regional offices and the challenges of varying time zones.

The position of Executive Administrative Assistant will suit a candidate who; is interested in International Development and Humanitarian Assistance, appreciates a challenge, likes working from home, is a highly flexible person, self-disciplined and proactive. The ideal candidate is skilled at managing their own time and workload, is an effective communicator in both written and spoken English and Bahasa Indonesia and enjoys attention to detail and assisting others to be more effective to ensure program outcomes.

The ideal candidate is also committed to Miyamoto International’s core objective to “Make the world a Better Safer Place” and interested in a longer-term relationship with Miyamoto Indonesia and through it with Miyamoto International’s International Development and Humanitarian Assistance Team.

Main responsibilities

Responsibilities of this position include but are not limited to:

· The EEAs primary responsibility will be to assist Miyamoto’s Senior Technical Humanitarian Specialists (currently 2) with:

o International travel authorizations and logistics arrangements,

o visa applications, hotel and airfare bookings and changes,

o bookings, appointments, and meetings

o Collation and submission of expenses timesheets and invoices

· Assisting Miyamoto Indonesia and Miyamoto International admin and logistics teams to:

o Ensure all administrative procedures required of the Senior Technical Specialists by both organizations are completed in a timely and accurate manner.

o Assisting with logistics, such as arranging IT support, booking venues,

· Assisting Miyamoto Indonesia

o With support to Miyamoto Indonesia programs, if and when additional ad-hoc support is required. This may include such things as minor translation work, or logistics support for meetings, workshops, or other activities.

· Other activities as required to ensure the success of Miyamoto International and Miyamoto Indonesia operations.

Minimum Qualifications and Experience:

· Proven high level proficiency in:

o Spoken and written English and Indonesian

o Microsoft Office software including Outlook, Word, Power Point and Excel

· Proven experience in providing executive administrative support, such as booking travel, accommodation, tracking receipts and expenditures and making bookings and organizing appointments.

· At least 5 years’ experience working with Not-for-Profit organizations and/or Private Sector companies, and through this a proven knowledge of common administrative systems and procedures for each.

· Minimum Education of an undergraduate degree in a related field including, international communication, business administration, international development, humanitarian assistance, etc.
(or sufficient relevant work experience to prove equivalent level of written and oral fluency)

· Proven experience working under flexible self-managed work conditions.

Preferred but non-essential Qualifications and Experience:

· International education qualifications at master’s level.

· Ability to communicate in Bahasa Java, and/or other languages.

· Experience working internationally, and or with international organizations/companies.

· Experience working in engineering, construction and/or humanitarian response/development fields.