TERMS OF REFERENCE
Position : Personal Assistant to Country Director
Based in : Bogor Office
Line Manager : Country Director
BACKGROUND:
The Wildlife Conservation Society (WCS) works in over 60 countries to save wildlife and wild places through science, conservation action, education, and inspiring people to value nature. In Indonesia, WCS has been working for over 25 years to support the Ministry of Environment and Forestry in conserving the country’s biodiversity in many priority landscapes and seascapes. WCS works closely with relevant government agencies, local communities, schools and universities, and the private sectors.
The WCS Indonesia Program (WCS-IP) is structured under five core thematic programs: Forests; Marine; Wildlife Trade and Policy; One Health; and Rights & Communities. This structure reflects the importance of combining our scientific research with broader public awareness and direct engagement with decision-makers. Success will depend on our ability to leverage the interplay between these themes to create larger policy and protection impacts. Under the Forest Program we have been working closely with Technical Implementing Units (UPT) at the Directorate General of Conservation of Natural Resources and Ecosystem to strengthen protected area management and wildlife protection through science, capacity development, and community’s engagement. Currently, the Forest Program works in 7 provinces in Indonesia, where the protected area systems provide the best habitats for some of Government’s priority wildlife.
Job Summary:
The Personal Assistant is responsible for providing administrative; clerical services, as well as logistic support for Country Director of WCS-IP in Bogor and to carry out these services in an effective and efficient manner.
Responsibilities:
Provision of secretarial assistance to the Country Director
- Provide secretarial services for the Country Director from time to time, including manage and maintain the Country Director’s calendar, scheduling appointments, and meetings.
- Prepare and organize documents for meetings, including agendas, minutes, presentations, and other materials needed.
- Take note and provide proper follow-up on action items after all meetings.
- Handle correspondence, including emails, phone calls, and written communications, on behalf of the Country Director.
- Act as the first point of contact for the Country Director, managing incoming communications and redirecting as necessary.
- Plan and book travel itineraries, including flights, accommodations, transportation, and processing travel clearances.
- Handling cash advances, travel expenses settlement reports, and reimbursement requests.
- Ensure all travel arrangements align with the Country Director’s schedule and preferences.
- Label and maintain all administrative files, including travel documents, correspondences, and all other non-accounting related documentation for the Country Director.
- In coordination with the External Relations Unit Manager, organize and maintain confidential files and records, including personal administration contact for the Country Director.
- In coordination with the External Relations Unit Manager, create, maintain, and moderate all material for social media outlets such as Blog, Facebook, Twitter, Instagram, and Youtube.
- Manage office supplies and ensure the County Director’s workspace is well-equipped and organized.
Provision of general administrative assistance to WCS IP
- In coordination with the Communication team, providing support and assistance in maintenance of WCS photo documentation.
- In coordination with the Administration and IT Unit, providing logistical support for meetings, workshops, missions, and events.
- Undertakes other tasks as deemed necessary in line to provide management support to the Country Director.
Requirements:
- Diploma Degree in Administration or equivalent experience in a similar position with an NGO or INGO. (fresh graduated are welcome)
- Computer skills mandatory. Proficient in Microsoft Office Applications, and editing applications would be an advantage
- Good administrative/office management skills
- Interpersonal skills, solid programming, financial and organizational development skills; and excellent analytical and financial planning skills
- Strong analytical and interpretative problem-solving skills
- Able to multi-task, establish priorities and meet deadlines
- Able to work with minimum supervision
- Good oral and written communication skills. English and Bahasa-Indonesia
- Concern for wildlife conservation & environmental issues is essential.
Applications:
Please send a cover letter and CV in English to idrecruitment@wcs.org stating in the subject line “Personal Assistant_(name)” at the latest on October 10th, 2024. No correspondence as only short-listed candidates will be notified.