Qatar Charity Indonesia Vacancy: Executive Assistant, Jakarta

Qatar Charity is a Qatar-based NGO. Since the inception of its services in Indonesia in 2006, the Organization has been committed to assist the needy and less supported people all over Indonesia. The Organization is active in providing assistance in the following domains; Education & Cultural Support, Family, Women & Child care,  Livelihoods & Income Generation, Water & Sanitation, Relief & Emergency Response and last but not least Seasonal Programs. After the tragedy tsunami disaster in 2004, Qatar Charity has made a considerable contribution to the efforts of reconstruction and rehabilitation in the affected areas.

Qatar Charity Indonesia (QCI) is currently seeking a respectable people to work with us as:

• Position: Executive Assistant
• Report to: Country Director 
• Contract length: 01 year (Including 3 months probation period)
• Duty Station: Jakarta

Areas of responsibility

• Coordinate office management activities for the Country Director.
• Research, compile, assimilate and prepare various documents, and brief the Country Director regarding contents.
• Receive and screen incoming correspondence and reports; make preliminary assessment of the importance of materials and organize documents; handle some matters personally and forward appropriate materials to the Country Director or to the other staff.
• Bring urgent or important matters to the immediate attention of the Country Director, and maintain confidentiality as required.
• Receive and screen incoming calls and visitors, determine which are priority matters, and alert the Country Director accordingly. Make referrals to appropriate executive staff or provide requested information.
• Compose letters and memoranda in response to incoming mail or calls.
• Provide liaison between the Country Director and staff or others, transmit directives, instructions and assignments and follow up on status of assignments.
• Operate computer to produce a variety of documents, charts, and graphs in final form.
• Arrange and keep track of appointments, meetings, other important events for Country Director, and other staff; monitor deadlines where necessary. 
• Update Country Director or other executives on status of issues before scheduled meetings.
• Prepare agenda and collect materials for meetings, speeches, and conferences; 
• Take minutes and keep records of proceedings of any of the meetings of the CD in or out of the office as required.
• Plan and coordinate arrangements for professional conferences.
• Review, proofread and edit documents prepared for the Director's signature.
• Take and transcribe dictation on technical and confidential matters from the Country Director as required.
• Coordinate and facilitate the Director's calendar to arrange appointments, meetings, and conferences.
• Compile and maintain records, statistical information, and reports. 
• Establish and maintain various filing and records management systems.
• Make domestic and foreign travel arrangements; prepare itineraries; prepare and compile travel vouchers, maintain all travel records.
• Assist the Country Director to compile different reports 
• Keep the CD's office in good shape and look with support from the relevant staff.
• Provide administrative support when required
• Perform other duties as may be assigned.

Qualifications and experience

• Minimum qualification is bachelor degree in any fields.
• At least 3 Years experience in the relevant fields, preferably in International NGO.
• Knowledge of the organization, punctuation and composition of formal letters, reports, charts and tabular material.
• Computer literate, particularly word processing and other related spreadsheets of office software applications.
• Knowledge of the organization and maintenance of filing systems.
• Knowledge of the techniques of receiving callers, making appointments and giving information.
• Some knowledge of human resource practices.
• Ability to review several diverse reference sources, select and synthesize data for reports and other forms of correspondence.
• Ability to use diplomacy, discretion, and judgment in giving out information and referring callers.
• Ability to direct, review and evaluate the work of other employees, as and when required. 
• Ability to maintain composure during stressful situations.
• Must demonstrate polished interpersonal skills, high energy and flexibilityAbility to communicate with peers, superiors and subordinates in solving problems and making decisions, particularly during emergency situations.
• Ability to produce plans and detail of activities,
• Able to receive feedbacks and communicating inputs in a concise and clear manner.
• Mature, good inter personal skills and able to communicate with staffs at all levels.
• Able to work in a multicultural setting.

Key Competencies required

• Able to communicate actively in English and Indonesian (Oral & Written).  Additional skill of Arabic would be an advantage.
• Strong organizational skills and able to take initiative and prioritize the assigned tasks.
• Integrity & strong work ethic.
• Conflict resolution & negotiation skills.
• Critical thinking & decision-making.
• Planning & facilitation skills.
• Analytical and Strategic abilities.
• Decisiveness and result orientation, convincing and reasoning.

Send your application before 24 May 2013 to HRD Qatar Charity - Indonesia Office
by email:             hrd@qcharityid.org
by post:               Jl. Pengadegan Barat Raya No. 19, Pancoran, Jakarta 12770

“Executive Assistant” should be written as a subject of your e-mail.

This vacancy is open to Indonesian Nationality only. Only applicants selected for an
interview for the position will be contacted and QCI will not receive any phone
calls during the selection process.

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