TERMS OF REFERENCE
Position : Executive Secretary to Country Director
Location : Bogor
Line Manager : Country Director
BACKGROUND
The Wildlife Conservation Society (WCS) has a distinguished history of experts exploring and saving wildlife in some of the most remote and wild places remaining on Earth. The Wildlife Conservation Society-Indonesia Program (WCS-IP) has significantly grown over the last decades and contributed to supporting the Government of Indonesia (GoI), particularly the Ministry of Environment and Forestry (MoEF) in conserving Indonesia's biodiversity. WCS-IP is structured under five core thematic programs: Forests, Marine, Wildlife Trade & Policy, One Health, and Rights & Communities. These programs are supported by cross-cutting units namely Science & Technology, Conservation Network & Partnership, and Operations.
The Secretary is responsible for providing administrative; clerical services, as well as logistic support for Country Director of WCS-IP, Deputy Director, and supporting Country Director Office in Bogor Office as well as to carry out these services in an effective and efficient manner.
TASK AND 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.
- Manage 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.
- Manage office supplies and ensure the County Director’s workspace is well-equipped and organized.
Provision of general administrative assistance to Deputy Director
- Arrange and book travel itineraries, including flights, accommodations, transportation, and processing travel clearances.
- Handle reimbursement requests and travel expenses settlement.
Provision of general administrative assistance to WCS IP
- Providing supervision to CD designated driver that includes timesheet, sick and leave approval, and performance evaluation.
- In charge of Front Desk to receive guests and taking phone calls.
- In coordination with the General Affairs 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.
QUALIFICATIONS
- Bachelor's Degree or equivalent experience in a similar position with an NGO or INGO (fresh graduates are welcome).
- Computer skills mandatory. Proficiency in Microsoft Office Applications and editing applications would be an advantage.
- Good administrative/office management skills.
- Good oral and written communication skills in English and Bahasa-Indonesia.
- 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.
- Concern for wildlife conservation & environmental issues is essential
Please send a cover letter and CV in English to idrecruitment@wcs.org stating in the subject line “Executive Secretary to CD_(name)” at the latest 10 January 2025. No correspondence as only short-listed candidates will be notified.