World Relief Vacancy: Executive Assistant to Country Director & Communication Officer - Bali

World Relief  is a USA relief and development charity working with to bring help and hope to communities in need. World Relief is committed to the sector standards and good practice. Right now we are looking for a dedicate and capable person for Executive Assistant to Country Director & Communication Officer Project based in Bali Please submit your application to : 

hrindonesia@wr.org, before November 20 , 2014. Only shortlisted candidate will be contacted. Here below the information : 

Job Descriptions

Job Title: Executive Assistant to Country Director & Communication Officer

Job Title of Immediate Supervisor: Country Director

Work Location: Bali, Indonesia (with occasional travel to Project area)

Duration: 1 year, renewable

Hours per Week: Full time (40 hours per week)                                    

GENERAL FUNCTION: 

This person provides administrative support for the WR Indonesia Country Director and have the ability to interact well with all staff and local partners in a fast paced environment, sometimes under pressure while remaining flexible, proactive, resourceful and efficient.  Good written and verbal communication skills, excellent interpersonal skills, strong decision making ability, attention to detail, the ability to manage multiple tasks at once and the ability to take initiative in identifying and completing tasks is equally important. Confidentiality is crucial to this role and this person must conduct his/her self with a high level of poise and professionalism.

SPECIFIC JOB DUTIES:     

Administrative Support:

• Correspondence
• Sifting and prioritizing all correspondence and invitations
• Using Microsoft packages, produce correspondence and documents, and maintain presentations, spreadsheets and databases;  
• Coordinating with PMs to gather necessary information and maintaining them on shared files

• Schedule management 
• Arrange and confirm appointments
• Contact all involved with any diary changes 

• Meeting support
• Attend internal/external meetings where requested, ensuring that the CD has all pertinent documents and taking notes at meetings 
• Provide general assistance with presentations 
• Coordinate with Admin Officer for travel arrangements 
• Supply maps, ensure travel time between appointments 
• Circulate necessary papers in advance 
• Coordinate with Admin Officer for meeting venue, refreshments, etc. 
• Meet and host guests at selected staff meetings 
• Book rooms, venues for meetings (not events) for CD

• Expenses
• Process CD’s expenses 
• Process meeting expenses

Office Support

• Develop and maintain filing and information system for the CD’s paperwork, documents and computer-based information 
• Arrange regular calendar meetings: staff meetings, line management meetings, meeting with the Asia Regional Director to ensure open communication within the team from the CD’s office

Project Development Support

• When required, assist the CD and other project development staff in the research and needs assessments for existing or potential projects
• Research and maintain an excel spreadsheet of potential local /regional donors, and update the CD regularly on this
• Seek for new appropriate partnership and funding opportunities and to communicate them with the Country Director, partners and the HQ
• Upon clearance from CD, provide donors and HQ with the latest policies, paper work, event dates
• Assist with documentation of project’s M&E

Communication Strategy Support

• Compiled the project Update regularly (including project reports and project impact, photos, stories, project update per term, short video, media presentations)
• Produce and monitor quality, quantity and distribution of visibility materials and publications
• Feed WR related social media networks with relevant information and update
• Invite international partners to link with specific Indonesian Social Media Outlets

KNOWLEDGE, SKILLS AND ABILITIES:

• A minimum of three years professional work experience.
• Excellent interpersonal skills
• Ability to be flexible, adjusting to meet the needs of the organization as it grows.
• Strong knowledge of MS Office, esp. Word, Excel and Powerpoint, as well as internet research skills.
• Excellent word processing skills.
• Bahasa Indonesia and English written and verbal communication skills;

ATTITUDE:

• Cultural sensitivity, emotional maturity and physical stamina. 
• With initiative and can work with minimum supervision
• Team player 
• Willing to learn and do new things 
• Flexible 
• Able to cope with stressful conditions/situations. 
• Willing and able to travel and live in basic conditions.

PHYSICAL DEMANDS: 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• This is a head office based position and will require travel within the project areas.
• The incumbent should expect to spend some time traveling by land, sea or air to various project locations and partners’ offices.

  HR of World Relief Indonesia