TERMS OF REFERENCE
Position : Personal Assistant to Country Director
Based in : Bogor Office
Line Manager : Country Director
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 March 9th, 2025.
No correspondence as only short-listed candidates will be notified.