VACANCY ADVERTISEMENT
Working in 30+ countries globally, Conservation International (CI) Foundation is a non-profit organization committed to empowering societies to responsibly and sustainably care for nature for the good of humanity. We are constantly growing and expanding into areas new and old. We are currently looking to fill the following position for our office in Jakarta:
Executive Assistant
(Code: EA)
The Executive Assistant provides administrative support to the Deputy Senior VP CI Indonesia (CII). Duties include managing the executive’s calendar, travel, and meeting schedules; preparing routine and high-level correspondence; handling confidential and sensitive information; preparing presentations and related meeting materials.
The Executive Assistant also provides general administrative support including maintaining filing systems; preparing expense reports; translate simple office documents (English-Indonesia and vice versa), and providing ad-hoc operational support on HR, Finance, and IT related tasks. The Executive Assistant might be requested to develop and updating the communication materials and organization of regular reports as well as maintaining relationships with CII partners and stakeholders.
S/he functions as the primary point of contact for the executive with a wide variety of key constituents, program staff, and outside parties including potential and existing donors. Duties are highly confidential and require a working knowledge of CI’s policies, procedures, programs and operations. Ability to work effectively with others and excellent communication skills are required. This position does not supervise staff, reports directly to the Deputy Senior Vice President.
KEY RESPONSIBILITIES:
· Assist the executive on all administrative matters.
· Screen incoming correspondence, calls, and requests and determine priority and appropriate disposition. Ensure that critical and sensitive information flows to the executive in a timely manner. Develop appropriate follow-up procedures.
· Act as a liaison with other departments and others within and outside of CI.
· Handle routine information and act as a resource to others including responding to routine requests for information.
· Make appointment, organize, attend meetings and write the minutes of meetings.
· Arrange, organize and take minutes of the CI SMT meeting.
· Develop and maintain systems for tracking identified action items and deliverables as accountable to and by Deputy SVP.
· Review documentation for Deputy SVP’s approval.
· Prepare correspondence, memos, presentations and other communications material.
· Manage the executive’s business and travel calendar. Coordinate activities with others as appropriate.
· Prepare check requests, travel reimbursements, and other related financial transactions.
· Maintain administrative files and translate simple office documents.
· Provide additional administrative or operational support as directed.
QUALIFICATIONS:
• Bachelor’s degree in social science field or related field (e.g. International development, business management, communications or related field)
• More than 7 years related work experience in providing administrative, office support and knowledge management on international development programs and/or in the natural resources sector.
• Proficiency with MS Office, Google Mail, and web researching skills.
• Fluency in English (writing & communications).
• Strong organization and communication skills. Ability to prioritize and manage high volume and varied tasks and meet deadlines.
• Service focus. Courteous, tactful, and proven ability to work effectively with others from a variety of disciplines, cultures and backgrounds.
• Ability to work under general supervision.
Conservation International Values, we expect that all employees will embrace the values of our organization.
• Passion: Inspired by people and by nature, we are urgently compelled to drive change for a sustainable future.
• Integrity: We are honest, transparent and accountable for our actions.
• Teamwork: We work together as one CI, recognizing that inclusion, collaboration and cooperation are fundamental to achieving a healthy and prosperous world for all.
• Respect: We respect each other and work to earn trust, valuing our diversity of cultures, talents, and experiences.
• Courage: We pursue our vision, taking bold action, persevering and overcoming challenges.
• Optimism: We are optimistic about the capacity of people to be caring, generous and brilliant, and believe that with partners, we can inspire humanity to create a better future.
Please send your current resume and cover letter (no more than 4 pages) to:
ci-indonesia.hrd@conservation.org
Please fill the “subject” column of the e-mail with this format:
< EA > - < your name >
Closing date for the application is March 17, 2020