 Perform receptionist function; receive calls and guests, receive and send letters, documents/goods. Do and maintain daily administrative filling: letters, email and documents under ESP3 system. Prepare and implement procurement process. Maintain and record all the NCU (ESP3 national level office) inventory list. Do secretarial works; prepare a draft letter and prepare documents related to the meetings and visits, also the follow up actions to the arrangement of meetings and visit. Prepare travel arrangements for staffs and handle adviser’s permit. Prepare draft of minutes of meeting. Maintain, record petty cash expenditures and prepare petty cash monthly report. Handle administration of tender and contract management for consultancy based on Danida (MoFA) regulation and procedure. Manage ESP3 website. Support the Embassy in calling, planning and implementing meetings with the partners of the ESP3. Support the Embassy in logistical matters related to potential missions from the Foreign Ministry.

 Perform receptionist function; receive calls and guests, receive and send letters, documents/goods. Maintain general filing related to administrative in hardcopy and softcopy, maintain office supply. Manage driver's schedule, time sheet and bluebird taxi voucher. Do the process of procurement according to American Red Cross and IFRC procedure, and manage logistic (kits for visitors, workshop, training, etc. include letter and goods delivery). Arrange travel and accommodation as requested for domestic and international trips for staff and activity's participants (for workshop etc.), visitors. Draft a letter, minutes of meeting. Maintain and record inventory list, establish and maintain inventory items. Manage the country representative, staffs and visitors permit (visa, KITAS). Assist Senior HR, Admin and Logistic Officer in maintaining office policy, procedure manual and in daily HR, admin and logistic work.

 Prepare the procurement requisition for 12 projects in Supply Base Department. Follow up the request is delivered as agreed. Handle all incoming invoice from suppliers. Recap payment schedule and payment recapitulation together with Supply Base Admin Manager. Support finance and tax department related in invoice matters. Support Supply Base team in order of procurement, document, invoice and project progress data. Make a good communication and relationship with suppliers.

• Support the Embassy of Denmark in calling, planning and implementing meetings with the partners of the ESP3• Handle all logistical matters that may arise under the transition/inception phase (including confirming and registering participants for meetings, arranging refreshments, etc.)• Support the Embassy of Denmark in logistical matters related to potential missions from the Foreign Ministry • Handle financial transactions that may arise related to ESP2 or ESP3 which are not paid directly from the Embassy• Other financial management which may arise as part of the transition/inception phase and which is not handled directly from the embassy• Establish and update a detailed contact list of ESP3 partners and stakeholders • Review ESP2 management’s procedures manual and suggest improvements based on own experiences and the needs of the ESP3• Carry out other activities as directed in connection with the transition/inception phase

 Overview that all outputs from contracts made between consultants and the Danish Embassy regarding DANIDA Support to PNPM Green, are delivered according to timeframe in the contract Support the DANIDA adviser in calling, planning and implementing of meetings at the PSF-office in Jakarta Manage the use of the DANIDA financed vehicle at PSF-office, incl. the employed driver (payment of salary etc.)  Assist in the proper distribution of all awareness raising materials prepared by PNPM Green, to ensure all relevant stake holders obtain the material in the right quantities. Together with Senior Adviser, prepare one year budget and activity budget. And all Logistic Assistant duties.

 Identify and select suitable venues for awareness raising events Book event venue and accommodation for participants Make transport arrangements as required for participants Handle all logistical matters relating to participants and trainers/presenters during training courses and workshops (registration, handouts, AV-facilities, meals, refreshments, photo/video coverage, attendance certificates, etc.) Prepare and handle all logistical matters relating to possible field visits during training courses or workshops  Set up a system for, and register all financial transactions on a daily basis in a cash/bank ledger Prepare cash/bank statements and reconcile with account statement Prepare cash payment vouchers for signature Handle petty cash payments and prepare petty cash settlement report as required Handle documentation and payment of costs in connection with training courses and workshops, including travel costs, transport costs, rental costs, venue costs, accommodation costs, costs of meals and refreshments, per diem costs, remuneration of lecturers and presenters, equipment costs, etc. Ensure that all services and provisions in connection with the training courses and workshops are paid for in a timely and properly documented manner Ensure that all payments are properly authorised, confirmed by recipients, and documented by vouchers Prepare detailed event budgets in line with overall budget, and present budget follow-up reports Make requests to the Danish Embassy for bank transfers and payments as required Prepare and submit accounts for individual events and a set of overall accounts for independent audit Carry out any other activity as directed, in connection with the implementation of training courses and workshops

 Supervise a travel coordinator and travel assistant who are responsible for coordinating travel needs. Provides guidance and assistance on complex and/or large travel request. Familiar with a variety of the field’s concept, practices and procedures. Handle and solve any travel problems. Make a monthly report of transportations using and expenses.  Create and maintain good relationship with transports agencies and travel agents. Checking invoices and travel reimbursement.

 Fulfill Travel Request Form (TRF) for whose will travel. Check incoming TRF and Application Leave Form (ALF) from site or representative office. Prepare company corporate for travel agent, hotel, chopper charter, taxi and airline. Make a reservation of hotel and air flight for domestic and international area, reservation of taxi and chopper. Prepare itinerary for site visit. Arrange movement of employees (roster and business reasons). Arrange chopper schedule. Prepare and distribute a list of chopper, speedboat and car.