Friday, June 22, 2012

Travel Coordinator

Jhpiego, an affiliate of the Johns Hopkins University, builds global and local partnerships to enhance the quality of health care services for women and families around the worlds. Jhpiego is a global leader in the creation of innovative approaches to developing human resources for health. The Jhpiego Indonesia program is aimed to improve maternal and newborn health outcomes in Indonesia. We are currently implementing EMAS ( Expanding Maternal & Neonatal Survival ) program in Indonesia funded by USAID. In order to reach our goals, we are now recruiting a Jakarta based positions of Travel Coordinator and Clinical Team Coordinator to be part of the great team of Jhpiego Indonesia. The successful candidates will enjoy working as part of a dedicated team, with the added satisfaction of working for an organization committed to the Jhpiego vision and mission. 1) Travel Coordinator ( TC ) Department: Finance & Adm. Position Reports To: Office Manager Overview: The Travel Coordinator will perform a range of administrative tasks related to a business travel, in order to meet the specific needs of employers, employees and clientele within Jakarta office. He or She need to monitor all scheduled flights, car hire and travel insurance bookings and ensure that all relevant travel documents are sent to members in a timely fashion and are of a high quality. The travel Coordinator also need to be 'on-call' beyond normal business hours in order to address any needs an employee or client may have in transit. Majors Duties & Responsibilities: Organizing travel requests related records and documents Providing and researching travel options and providing final itineraries Booking flights, hotels, cars, trains and all other travel related activities Making arrangement for accommodation and transportation to the staff or traveler during their travel schedule Work closely with PC & SPC for Travel requirements related to participants of a specific event/workshop Setting up and maintaining vendor’s (travel agents) accounts Managing visa, passport and custom situation as required Facilitating for the smooth and easy travelling of the staff Run reports/manifests when required i.e. airline strikes, ticketing deadlines etc. Control of all payments , both customer and supplier. Any amendments or cancellations related to the travel bookings, whether customer requested or otherwise will be handled efficiently and effectively in this role. Perform other duties as assigned Knowledge, Skills, and Abilities: § Graduate from travel, secretarial or business studies § Minimum 2 years experience in office administration § Knowledge of administrative and clerical procedures § Familiar with Travel/Ticketing ( Domestic ) arrangement § Handling Travel/Ticketing/Visa ( International ) would be value added § Able to work methodically, accurately and neatly § Good oral and written communication skills § Proficient in Microsoft Office Applications § Highly meticulous with excellent interpersonal, communication and organizational skills § Able to work in a fast-paced environment § Able to work as part of a team 2) Clinical Team Coordinator ( CTC ) Department: EMAS Position Reports To: Clinical Service Advisor Overview: The Clinical Team Coordinator is responsible for organizing and implementing the daily administration activities required to execute a clinical program tasks . S/he will work closely with Clinical Service Advisor, Program Managers and Finance staff to ensure close adherence to Jhpiego’s agreed upon work plans and overall scope of work. Majors Duties & Responsibilities: § Assists Clinical Advisor, Program Managers in the clinical site § Work closely with program and finance staff in developing and working on budget activity § Coordinates meeting, workshop and training, including preparing materials and logistic as needed. § Can also be responsible for executing special task/project and research initiatives as well. In addition, they gather information and prepare reports to evaluate program effectiveness. § Coordinates with advisors, program managers and finance staff in disbursement need based on activity budget § Working with Travel Coordinator in preparing travel authorization for staff, consultants and counterparts for activities and workshops § Working with travel Coordinator in assisting transportation and hotel arrangement for staff, consultants and counterparts for their visit activities § Work closely with finance staff in processing and reconciling of invoices and payment documentation § Performs other duties as assigned by Program Manager teams and other technical team members Qualifications, Skills, and Attribute: § Min. Bachelor’s degree of public health care/clinical area § Additionally prefer job with progressive administrative support experience or management experience § Minimum 2 years of experiences Strong ability to work and communicate within a team § Practices knowledge of finances is an advantage Demonstrated excellence in oral and written Indonesian language; English language proficiency preferred Computer skills demonstrating in competency in Microsoft office: Excell, MS word and Power point Ability to work independently and to exercise independent judgment Ability to ensure adherence to applicable laws and regulations Demonstrated ability to exercise confidentiality and professionalism Ability to work under pressure, priorities, schedule and balance workloads in the face of conflicting and uneven demands To apply, please e-mail your cover letter and CV, including the job reference in the subject line via e-mail to : Closing date: 25 June 2012 Only short-listed applicants will be contacted.


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