TERMS OF REFERENCE
Technical Assistance/Position : Cross-Cutting Administration Assistant
Program : Marine
Supervisor : Knowledge Management Coordinator
Period of Contract : February 2020 – February 2021
JOB SUMMARY
The Marine Cross-Cutting Administration Assistant is responsible for providing administrative services, as well as logistic/ transportation support for Program activities in WCS Indonesia Program, that conducted by Program staff in Bogor as well as Field Staff in field office (if needed), including: development of TOR of activities, documentation of project outputs, event arrangements, assist communication and coordination with partners, assist data management, and other project related activities.
The administration assistant must provide these services in an effective and efficient manner will ensure that administrative operations are maintained in an effective and efficient manner. Under the direct supervision from Marine Knowledge Management Coordinator, the Administrative Assistant is responsible to:
- Organize and be responsible for meetings which includes internal meetings, workshops, and trainings for Bogor office and National Park;
- Provide secretarial services for Marine Program Managers and Coordinators;
- Coordinate all logistic aspects for meetings preparation such as develop budget, travel itineraries, lodging arrangement and etc for Bogor and National Park staffs;
- Coordinate with program managers and knowledge management coordinator to manage documentation of project activities including activity report, photos, minutes of meetings, and other related documents;
- Register, classifies, catalogues and organizes all reference materials, documents, publication, press release, and etc;
- Undertake other tasks as deemed necessary in line with goal of providing management support to Marine Program Manager;
- Bridging communication between field staff and relevant WCS partners regarding certain administrative and operational matters;
- Coordinate with Program Manager and Coordinators to update Data Staff WCS Marine Indonesia
REQUIREMENTS:
- Diploma Degree in Administration or Bachelor (S1) Degree with equivalent experience in a similar position with an NGO or INGO (fresh graduates are welcome)
- Computer skills mandatory. Proficient in Microsoft Office Applications.
- Good administrative/office management skills
- Interpersonal skills, solid programming, financial and organizational development skills; and excellent analytical and financial planning skills
- Able to multi-task, establish priorities and meet deadlines
- Able to work effectively under time pressure
- Able to work with minimum supervision
- Good oral and written communication skills. English and Bahasa lndonesia
- Concern for wildlife conservation & environmental issues is essential.
Please note that the above TOR constitutes only the main responsibilities and duties of this position. As WCS-IP is a flexible organization, staff members are expected to undertake any other tasks that are allocated to them but which are not part of their regular TOR
Please send a covering letter and CV in English to wcsindonesia@wcs.org no late than 21 February 2020, stating in the subject line “Cross-Cutting Administration Assistant_(name)”.
Please also include a portfolio of your previous work or links to blogs or galleries online.
No correspondence, only short-listed candidates will be notified.