Vacancy Executive Assistant

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.
Summary of key functions:
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.
Recruitment Qualifications:
Minimum D-3, preferable S1 in secretarial, public relations or communications.

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
  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.

Please DO NOT send your application letter to this Yahoo! email address.
Partnership's Vision:
To establish fair, democratic and sustainable governance for the welfare of Indonesian citizen.

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