Administrative Assistant - Risk Management Office

QUALIFICATIONS, EXPERIENCES, AND ATTRIBUTES

• Bachelor’s Degree holder  from any discipline

• Previous experience for a minimum of 5 years in an office administrative role in a multi-cultural international organization

• Demonstrated proficiency in Microsoft Office (Word, Excel, and PowerPoint) and Google Applications (Google Drive, Google Sheets, and Google Email)

• Ability to communicate effectively in English and Indonesian

• Knowledge of Modern Office Practices and Procedures, including filing systems and telephone techniques, letter and report writing, and office machines

• Measurable history of organizational ability and skills at performing multiple tasks simultaneously with minimum supervision

• Successful experience in collaborating with others, working in teams, and liaising with other departments

• Proven ability to have strong public relations skills, self-motivating, problem-solving skills essentials, and intercultural communication skills

• Proven ability in analytical thinking and detail-oriented

• Proven ability in customer service skills

• Outstanding personal communication skills; meets the public and staff tactfully and courteously

• Clear commitment to Child Protection, safety, service learning, and environmental stewardship

DUTIES AND RESPONSIBILITIES

Manages, coordinates and updates Risk Management Office (RMO) communications with staff and faculty, parents and third parties:

• Provides professional and courteous front-of-house customer services to support the JIS community

• Manages the JISNet RMO content in liaison with the communications department.

• Receives, filters and processes staff, faculty, parent and third party requests for information, complaints and queries. 

Administrates the JIS Access Control System in support of security operations:

• Monitors, processes, produces, and issues JIS Identification Cards for students, parents, Alumni, staff, faculty, and third parties, ensuring strict compliance with the JIS ID card Control Procedures, maintaining accurate records of all ID card applications, production, issue, loss, damage and destruction. 

• Monitors, processes, programs and issues JIS visitor Identification Cards.

• Monitors, processes, produces, and issues vehicle access stickers for JIS vehicles, student private vehicles, parent volunteer organisation vehicles, staff and faculty vehicles, and third-party vehicles.

Manages and administrates all RMO third-party and government agency contracts, memorandums of understanding, agreements and life support.

• Monitors all RMO contract invoices, renewal and performance key dates and milestones.

• Monitors and coordinates all contractor scopes of work, memorandums of understanding and agreements.

• Receives and processes all RMO contractor invoices and requests timekeeping and service delivery confirmations from the relevant RMO function. 

Monitors and administrates RMO finances, supporting the Risk Management Advisor’s budget management and cost control function.

• Receives, reviews and processes contractor invoices with the support of the safety and security functions service delivery confirmation processes.

• Submits verified invoices for processing through the Oracle application or using manual written forms.

• Coordinates cash payments through the JIS cashier to issue and record all police and government agency payments.

• Monitors and coordinates police and contractor meal allowances, and life support delivery.

• Coordinates the RMO petty cash and department budget, functions, equipment, uniform and stationary. 

Maintains strict confidentiality of all JIS RMO administration and operations.

Embrace the JIS Learning Dispositions of Resilience, Resourcefulness, Relating, and Reflecting.

Performs other directed tasks and duties as required by the Risk Management Advisor