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 Manokwari, West Papua;
Title:
West Papua Executive Assistant
(Code: WP-EA)
West Papua Executive Assistant will provide administrative support for the West Papua Program Director CI Indonesia. 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 and making travel arrangements. The Executive Assistant West Papua will also provide 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. Tasks will be varied and wide-ranging but will include completion of forms necessary for CI operational procedures, supporting travel procedures, preparing routine correspondence, preparing presentations and related meeting materials.
The Executive Assistant may be requested to develop and update communication materials and regular reports as well as maintaining relationship with CII partners and stakeholders. This position will function as the primary point of contact for the West Papua Program Director with a wide variety of key constituents, 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.
The successful candidate will be positive, flexible and organized. We seek someone that learns quickly and can deliver high-quality work in a timely fashion. Responsibilities for this position will require a working knowledge of CI’s policies, procedures, programs and operations. The ideal candidate will be fluent in Bahasa Indonesia and have professional English speaking and writing skills. The candidate will work very closely with the West Papua Program Director as well as other CI Indonesia and possibly regional staff. We seek an organized but flexible individual, with an interest in community-led conservation in Eastern Indonesia. This position does not supervise staff and will report to the West Papua Program Director.
KEY RESPONSIBILITIES:
· Assist the West Papua Program Director on all administrative matters including travel arrangements and expense reporting.
· Act as a liaison with other CI Indonesia departments.
· Make appointments and organize meetings as needed. Manage the director’s travel calendar. Coordinate activities with others as appropriate.
· Develop and maintain systems for tracking identified action items and deliverables as accountable to and by the Director.
· Prepare correspondence, memos, presentations and other communications material.
· 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.
ADDITIONAL RESPONSIBILITIES
Include other duties unique or specific to the position. Responsibilities listed in this section must complement the above key responsibilities and not exceed 25% of the overall job duties.
· Adhere to CI’s operational policies and procedures, coordinate with CI Operations team when needed for grants, contracts, travel arrangements, budget, etc.
· Provide support for other CII staff as directed by the Director.
· Adhere to CI’s Safety & Security Procedures, especially as they relate to COVID-19
QUALIFICATIONS:
• Bachelor’s degree in social science, conservation or a related field (e.g. environmental studies, International development, business management, communications or related field)
• More than 1-year 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, Outlook Mail, and web researching skills.
• 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:
< WP-EA > - < your name >
Closing date for the application is December 1, 2021