Application deadline : Monday, 10 February 2013, 17.00 WIB
Contract Type : Fixed Term Contract (with possible extension)
Duty station : Central Jakarta
Duration : 12 Months (with 3 months probation period)
Job Title: Senior Secretary, Strategic Asia Indonesia
Mission of Strategic Asia:
Founded in 2007, Strategic Asia provides advisory and facilitation services to governments, private businesses, international organizations, civil society organizations and media groups. Strategic Asia is headquartered in the United Kingdom, with offices in India, Indonesia, and a planned representative office in China. Strategic Asia's mission is to promote cooperation between Asian countries, especially among the largest emerging markets of Asia where many of the most pressing policy and business challenges lie. Strategic Asia works in a variety of fields including food and energy security, regional development and governance reform, investment promotion, foreign policy and trade negotiation, climate change and public private partnerships.
Reports to:
The Senior Secretary will report to the Operations Manager. S/he will also need to report to Directors, Deputy Directors and the Managing Director.
Job Summary:
The Senior Secretary provides both clerical and administrative support to employees, either as part of a team or individually. S/he will be involved with the coordination and implementation of office procedures and frequently have responsibility for specific projects and tasks and, in some cases, oversee and supervise the work of junior staff.
Key responsibilities and accountabilities:
Contract Type : Fixed Term Contract (with possible extension)
Duty station : Central Jakarta
Duration : 12 Months (with 3 months probation period)
Job Title: Senior Secretary, Strategic Asia Indonesia
Mission of Strategic Asia:
Founded in 2007, Strategic Asia provides advisory and facilitation services to governments, private businesses, international organizations, civil society organizations and media groups. Strategic Asia is headquartered in the United Kingdom, with offices in India, Indonesia, and a planned representative office in China. Strategic Asia's mission is to promote cooperation between Asian countries, especially among the largest emerging markets of Asia where many of the most pressing policy and business challenges lie. Strategic Asia works in a variety of fields including food and energy security, regional development and governance reform, investment promotion, foreign policy and trade negotiation, climate change and public private partnerships.
Reports to:
The Senior Secretary will report to the Operations Manager. S/he will also need to report to Directors, Deputy Directors and the Managing Director.
Job Summary:
The Senior Secretary provides both clerical and administrative support to employees, either as part of a team or individually. S/he will be involved with the coordination and implementation of office procedures and frequently have responsibility for specific projects and tasks and, in some cases, oversee and supervise the work of junior staff.
Key responsibilities and accountabilities:
- Carry out and assist in the daily operations of the company's delivery system
- Liaising with staff in other departments and with external contacts
- Word processing, audio and copy typing, letter writing, dealing with telephone and email enquiries, creating and maintaining filing systems
- Devising and maintaining office systems
- Using content management systems to maintain and update websites and internal database
- Attending meetings, taking minutes and keeping notes
- Office Administration and Human Resources:
- Assisting in procurement of office items including food items, computers, stationery and equipment supplies; invoicing
- Providing administrative support for staff that is making visits and attending meetings. Examples include: arranging itinerary, hotel reservation, and documenting preparation
- Sorting and distributing incoming post and organising and sending outgoing post
- Organising and storing paperwork, documents and computer-based information
- Photocopying and printing various documents, sometimes on behalf of other colleagues
- Training and supervising junior secretaries and delegating work as required
Basic areas of knowledge and skills:
- Excellent written and oral communication skills
- Excellent word processing and typing skills
- Knowledge and experience of relevant software applications - spreadsheets, word processing, and database management
- The ability to multi-task and work well under pressure, often juggling several tasks at once
- Ensure professionalism, tact, discretion and respect for confidentiality
- A pleasant, mature and confident manner; interpersonal skills
- Reliability and honesty
- Ensure positive working environment and good working chemistry as well as team dynamics
- Possessing attention to detail
Qualifications:
The Senior Secretary should have at least a Bachelor's Degree in any relevant disciplines; and a minimum of 3 years professional experience or conversant with topics such as marketing, business, administration and management.
Salary and Conditions:
Commensurate with experience.
Recruitment process:
The closing date for this application is Monday, 11 February 2013, 17.00 WIB, after which shortlisted applicants would be invited for an interview in our Jakarta office. You should submit a cover letter (1 page) and CV (2 pages) in a single PDF file to vishnu.nair@strategic-asia.com. You should address your cover letter to Mr. Vishnu Nair. In your cover letter, you should show how your personality, education and professional experience make you a good candidate for this role. No phone calls please.
The Senior Secretary should have at least a Bachelor's Degree in any relevant disciplines; and a minimum of 3 years professional experience or conversant with topics such as marketing, business, administration and management.
Salary and Conditions:
Commensurate with experience.
Recruitment process:
The closing date for this application is Monday, 11 February 2013, 17.00 WIB, after which shortlisted applicants would be invited for an interview in our Jakarta office. You should submit a cover letter (1 page) and CV (2 pages) in a single PDF file to vishnu.nair@strategic-asia.com. You should address your cover letter to Mr. Vishnu Nair. In your cover letter, you should show how your personality, education and professional experience make you a good candidate for this role. No phone calls please.
