Currently we have immediate vacancy for high caliber
Indonesians with high integrity to fill the following position:
Executive Assistant
Organizational Context
Under the guidance and direct supervision of the
Executive Director, the Executive Assistant ensures effective and
efficient functioning of the executive office, optimal support to ED on
programmatic issues, and Executive Board, Partners and donor relationship,
effective monitoring and management of agreement between the Partnership and
donor communities, confidentiality in all aspects of assignment, maintenance of
protocol procedures, management of information flow and follow-up on deadlines
and commitments made.
The Executive Assistant works in close collaboration with other unit within the Partnership and other partners to ensure efficient flow of information, actions on instructions, agendas.
The Executive Assistant works in close collaboration with other unit within the Partnership and other partners to ensure efficient flow of information, actions on instructions, agendas.
1. Ensures effective and efficient
functioning of the executive office focusing on achievement of the
following results:
- Maintenance of the supervisor’s calendar, contacts with high-ranking visitors, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes.
- Maintenance of protocol procedures.
- Preparation of high quality briefing materials for supervisor for appointments, meetings, missions.
- Preparation of informal translations.
- Management of executive missions and representation schedule.
- Maintenance of rosters of high-level partners, telephone lists.
- Preparation of correspondence, directives, comments on behalf of executive office for his/her signature and making follow-up when required.
- Use of automated office management systems for effective functioning of the office.
2. Ensures provision of optimal
functional support to Executive Director on programming,
Partner/Executive Board and donor relationship, and monitoring and management
of contract agreement between the Partnership and donors/other funding sources.
- Conducting liaison functions between the executive office and the Executive Board members, Partners and regularly updating the Members on Partnership’s progress and responses to their needs
- Establishment and building a close relationship with program directorates/units in order to be able to feed sufficient information to ED on programmatic issues
- Maintenance and development of effective work relationship with focal persons of donor communities, and proactively approach and follow up with relevant donor concerning agreement status
- Maintaining original copy of contracts with donors or other parties and actively following up negotiating contracts
- Provision of updated information on on-going contracts to ED and relevant units
3. Ensures provision of effective
communications support to the office focusing on achievement of the following
results:
- Maintenance of the filing system ensuring safekeeping of confidential materials using automated filing system.
- Coordination of the information flow in the office, follow up on circulation files.
- Facilitation of information sharing internally and externally.
- Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to the executive office.
- Screening of all incoming calls and correspondence for ED.
- Presentation of proposals to eliminate communication bottlenecks in the office and streamline office procedures between the supervisor’s office and subordinate division.
- Manages all travel arrangements for the ED and ensures coordination with other travel partners from the internal or external environment.
4. Ensures effective
professional backstopping services for the executive office focusing
on achievement of the following results:
- Researches, obtains and ensures the ED's requirements for background materials for briefings, meetings, official missions and appointments
- Drafts memoranda/e-mail messages for ED informing forthcoming Executive Board/Partner sessions, highlighting items of relevance to them, and attaching agenda, work plan and/or decisions of the Executive Board/Partners.
- Serves as Secretary to meetings as requested by the ED, including announcing the meetings, preparing the agenda, distributing background material, drafting minutes of the meeting and any follow-up as required.
- Coordinate Partners/Executive Board/management meetings to ensure maximum participation, as well as prompt, accurate presentation of the necessary documentation in compliance with deadlines.
- During the absence of the ED, scans his/her correspondence, e-mails in order to channel replies for the appropriate focal point, when necessary, or coordinate meeting representation where necessary.
Education:
Minimum D-3, preferable S1 in secretarial, public relations or communications.
Experience:
minimum 5 years of progressively responsible senior back up secretarial, administrative, programme experience is required at the national or international level. Experience in the usage of computers and office software packages (MS Word, Excel, etc), experience in handling of web based management systems.
Language Requirements:
Excellent Fluency in English and Bahasa Indonesia
Please visit our website http://www.kemitraan.or.id/main/publication_detail/21/44/1195 for
more details of the position. Only application submitted through our
website will be processed. All applications are appreciated and will be
treated with confidential manner. Only shortlisted candidates will be
contacted.
Application deadline :16 October 2013.
