Site Administrative Assistant

Company Presentation

This position is the opportunity to participate to the launch of a new installation project in Center for Nuclear Medicine and Radiation Therapy at RSPAD Gatot Soebroto Hospital Jakarta, Indonesia.

The center will be the first proton therapy system in Indonesia, located in the downtown of Jakarta near Monas National Monument. Gatot Soebroto Central Army Hospital is a military hospital in Jakarta, Indonesia. Established in 1819, the hospital is the main hospital for the Indonesian Army.

The Proton Therapy Center will be equipped with IBA Proteus®ONE including:

• PBS dedicated nozzle
• CBCT
• UBTI

The installation of the Proton Therapy Center will start around November 2025 and will be delivered within 13 months.

Mission

As Site Administrative Assistant, you are responsible for the overall office management and act as the contact person between Headquarters and site. You perform a variety of administrative functions including general administration, logistics support, accounting, travel arrangements, supporting local Proton Therapy site.
 

Challenges we trust you with

As Site Administrative Assistant, you are responsible for:

General administrative tasks including: 

• Coordinating meetings
• Taking incoming calls and providing information to callers
• Incoming and outgoing correspondence
• Composing memos and generating reports
• Organizing business related travel itineraries to and from the site, plan hotel stays, taxis and car pool management
• Providing HR support (tracking vacation & illness, coordination with payroll)

Logistics support:

• Tracking the receipt and shipping of all spare parts for the site
• Coordinating delivery and shipping of equipment and parts with other sites
• Following up on the ordering, shipping and warehousing of all parts and materials to support operations

Accounting support:

• Managing site purchasing accounts (vendors, subcontractors, etc.)
• Monitoring and recording petty cash and site financial account usage
• Preparing and monitoring invoices and expense reports

What we value

You have:

•    A Bachelor degree 
•    Minimum 5 years’ experience as Administrative Assistant or Office Manager ideally in an international environment
•    An experience in HR or accountancy administration is an asset 
•    Strong knowledge of MS Office whereas knowledge of SAP is an asset
•    Strong written and verbal communication skills in Indonesian and English 

And you also are:

• Capable of working autonomously
• Able to manage your time efficiently
• Able to follow rules and regulations and to deliver on strict deadlines
• A team player with strong interpersonal skills
• Familiar with Indonesia local culture and business customs

Life at IBA

At IBA, we value creativity, innovation, and a commitment to excellence. As a certified B Corporation (B Corp), we uphold the highest standards of social and environmental performance. If you’re ready to embark on a journey where your skills and ideas can truly make an impact, apply now to join our dedicated team. Let’s shape the future of technology together!

Apply today and be part of a mission that matters!