VACANCY INFO
CWS Indonesia – Jakarta Office
EXECUTIVE SECRETARY: 1 position based in Jakarta
CWS/Indonesia www.cws-asia.org is an international relief, development, and refugee assistance agency that has been operating in Indonesia for many years under an agreement with the Ministry of Social Affairs. CWS Indonesia is the field office of CWS, Inc., headquartered in New York. CWS assists the most vulnerable, regardless of their religion, race, ethnicity, or gender. CWS works with partners to eradicate hunger and poverty and to promote peace and justice around the world.
CWS Indonesia is currently focusing on 3 main program areas:
- Refugee Protection: supporting around 500 refugees and asylum seeker in Jakarta
- Humanitarian response and disaster risk reduction / disaster risk management
- Food Security and Nutrition
I. THE ROLE:
The Executive Secretary provides administrative support to the Country Representative (CR) in the leadership and management of the organization. The Executive Secretary works closely with Country Representative and Senior Management Team (SMT) in the daily activities and special occasions as well as in the areas of external stakeholders’ relations, staff relations, and guest relations. The incumbent must demonstrate initiative, take ownership of responsibilities, and complete tasks with positive results; coordinates and communicates well with all staff in all CWS Indonesia offices.
II. RESPONSIBILITY & TASKS
1. Secretarial Job:
1. To provide support to the Country Representative and Senior Management Team in delivering CWS Indonesia overall strategic objectives.
2. To provide administrative services including diary management, booking meetings, planning events, organizing travel and preparing travel itineraries.
3. Upon request, prioritize emails and respond where appropriate, manage the e-mail boxes and communication on behalf of the Country Representative.
4. To work closely with the Country Representative and Senior Management Team to arrange meetings and prepare briefing materials for the Country Representative.
5. To provide administrative support in the delivery of assignments and initiatives on behalf of the Country Representative’s office as and when required
6. To ensure all correspondence and relevant materials are produced in a timely and accurate manner.
7. To produce reports for the Country Representative as and when required.
8. To follow up on action points from meetings on behalf of the Country Representative.
9. To ensure the busy schedule of the Country Representative is run smoothly and efficiently.
10. Upon request, travel to support the Country Representative during his travel/ official trips and meetings.
11. Set up and maintain Country Representative and Senior Management Team files and keep correspondence and reports available for reference and efficient operation of the Country Representative and Senior Management Team.
12. Log on all Country Representative and Senior Management Team outgoing letters or documents in coordination with the Senior Operation Officer.
2. Other
1. Do documents translation from Bahasa Indonesia to English (and vice versa) as requested by the Country Representative and Senior Management Team.
2. Readiness to be contacted out of office hours.
3. Support existing CWS’ policies, principles, and mission.
4. Do other tasks as requested by the Country Representative and Senior Management Team as required for work-related matters.
QUALIFICATIONS:
- A minimum qualification of a first degree in Administration, Management and relevant work experience.
- Minimum five years’ experience of providing secretarial and administrative support for Senior
Executives (preferable in an international environment). - Ability to work under pressure to agreed deadlines and adapt to change.
- Ability to retrieve information from relevant sources through research.
- Assuring discreet handling of business and ability to handle confidential and sensitive
materials. - High level of personal responsibility and proactive approach to tasks.
- Proficient IT skills in Microsoft Office.
- Time management skills.
- Excellent written and spoken communication skills in English.
- Excellent interpersonal skills.
- Ability to work in a diverse team
- The flexibility to work additional/out of hours as necessary to fulfil the requirements of the
role and meet the business needs - Excellence and Commitment.
CWS does not discriminate based on race, color, national origin, sex, sexual orientation, religion, age, disability, or veteran status in employment or in the provision of services.
CWS is committed to safeguarding and promoting the welfare of children, young people and Adults at Risk and reference to the need for the successful applicant to undertake a criminal record check where appropriate.
HOW TO APPLY
Application should include a cover letter, reflecting suitability with qualification, and a curriculum vitae, which includes contact number, expected net salary and contact of 3 referees. The document should be submitted in PDF, not more than 2 MB, to cwsindonesia@gmail.com by 9th November 2021 at the latest.
