SECRETARY

Fair Furniture Network | Job Vacancy : Secretary



SECRETARY

Location: Semarang (2009) and then Bali
(2010), INDONESIA

Application Deadline: 06-Jun-09

Type of Contract: Service Contract yearly.

Languages Required:
English
active

Expected Duration of Assignment: 12 months with
possibility for extension

Background

Fair
Furniture Network (FFN) is a worldwide organization that works on Fair
Trade movement for Furniture Industry. We aim to bring profits, benefits,
environment and social justice for any stakeholders within furniture industry.
Recently, we work on 4 big areas of Fair Trade: Advocacy, Market development,
Fair Trade monitoring and Servicing Members. We have been working across
countries. There will be other working areas will be developed by FFN to bring
fairness in furniture industry.

I.
Organizational Context

Under the
overall guidance and supervision of the Managing Director, the Secretary
assists in the overall management of administrative services, membership
maintenance, marketing support, finance, database,
administers and executes processes and transactions ensuring high quality and
accuracy of work. The Secretary promotes a client, quality and results-oriented
approach.



The Secretary works in close collaboration with the Managing Director and Other
Department in the office, project personnel, members and founders of FFN to
exchange information and ensure consistent service delivery. The Secretary
will be working under coordination of Managing Director.

Duties
and Responsibilities

II.
Functions / Key Results Expected

Summary
of Key Functions:

Implementation of operational
strategiesManagemen t of financeEfficient administrative
supportSupport to supply and assets
managementSupport to administrative,
human resource and marketingSupport to common services,
include IT managementCoordinat ion of Registry,
Customer relations and Receptionist functionsSupport to knowledge building
and knowledge sharing

1. Ensures
implementation of operational strategies, focusing on achievement of the following
results:

Full compliance of
administrative activities with FFN rules, regulations, policies and
strategies.Provisio n of inputs to the
Managing Director and implementation of the internal standard operating
procedures (SOPs).Preparation of administrative
team results-oriented work plans.

2.
Ensures good management of Finance focusing on achievement of the following
results:

·
Full compliance of administration of finance activities with FFN
rules, regulations, policies and strategies

·
Organization of any kind of reporting related with finance;
include: taxes, operational costs, member’s registration, trainings, events,
office maintenance, internationally transactions and office internal
transactions.

3. Ensures efficient administrative support,
focusing on achievement
of the following results:

Coordination of travel and events
arrangements. Organization of procurement processes
including preparation of office documents, receipt of quotations,
membership registration, cooperation with other organization, audit and
certification and office maintenance. Organization of workshops,
conferences, retreats, meetings and other activitiesSupervisi on of cleaning services and
office’s equipment maintenance. Coordination of transportation
services, regular vehicle maintenance and insurance.Prompt reporting and investigation of
cases of office accidents, damage, loss or theft of items; update and
maintenance of office equipment history report.Research and retrieval of statistical
data from internal and external sources; preparation of statistical
charts, tables and reports.Organizatio n of documents in soft-copy
and hard-copy based.

4.
Provides support to proper supply and assets management, focusing on
achievement of the following result:

Coordination of assets management
in the unit, timely preparation and submission of periodic inventory
reports.Coordinatio n of the provision
of reliable and quality office suppliesOrganizatio n of IT management
includes computer (hardware and software) troubleshoots.

5.
Provides support for effective administrative, human resource and Marketing
plan in the office, focusing on achievement of the following results:

Maintenance of administrative
control records such as commitments and expenditures. Maintenance of data integrity
in the database, control programme; analysis of
results and initiation of corrective actions when necessary.Ensures unit staff recruitment
/contract extensions conducted in timely mannerMaintain Data base personnel
and membersOrganization of support for marketing
activities.Provisio n of the information
for the audit, certification and others.

6. Ensures proper common services, include IT
management, focusing on achievement of the following result:

Maintenance of common
services/office space management to ensure integrated activities on common
services and implementation of the FFN reform.Maintenance of IT equipment,
hardware and software.

7.
Coordinates implementation of Registry, Customer relations and Receptionist
functions, focusing on achievement of the following result:

Provision of efficient general
reception and information servicesProvision of reliable registry
servicesProvision of effective
communication and relationship with all stakeholders and shareholders.

8.
Supports knowledge building and knowledge sharing, focusing on achievement of
the following results:

Training of staff nor FFN
members on the administrative proceduresBriefing/ debriefing of staff
members on issues relating to area of workSound contributions to
knowledge network and communities of practiceProvide supports for
Customer’s/Member’s activities of Capacity building in Trainings,
Seminars, Distance learning, Web based media, etc.

III.
Impact of Results

The key
results have an impact on the efficiency of the unit and organization. Accurate
analysis and presentation of information, thoroughly researched and fully
documented work strengthens the capacity of the office and facilitates
subsequent action by the supervisor. Incumbent’s own initiative is decisive in
results of work and timely finalization.

Competencies

IV.
Competencies and Critical Success Factors

Corporate
Competencies:

Demonstrates commitment to FFN’s mission, vision and valuesDisplays cultural, gender, religion,
race, nationality and age sensitivity and adaptability

Functional
Competencies

Knowledge
Management and Learning

Shares knowledge and experienceActively works towards
continuing personal learning and development in one or more practice
areas, acts on learning plan and applies newly acquired skills

Development
and Operational Effectiveness

Ability to administer and
execute administrative processes and transactionsAbility to extract, interpret,
analyze data and resolve operational problemsAbility to supervise and train
neither support staff nor members/customers. Ability to perform work of
confidential nature and handle a large volume of work Good knowledge of
administrative rules and regulationsStrong IT skills, knowledge of
Hardware and Software with internet based.Ability to provide input to
business processes re-engineering, implementation of new system

Leadership
and Self-Management

Focuses on result for the client and
responds positively to feedbackConsistentl y approaches work with
energy and a positive, constructive attitudeRemains calm, in control and good
humored even under pressureGood ability to build a good
communication with working partnersGood ability to work under pressure.Available for flexible (extended) working
time when it is needed.

Required
Skills and Experience

V.
Recruitment Qualifications

Age:

·
Age
must be maximum 30 years old in this year (2009).

Education:

University Degree (S1) or Diploma (D3)
is welcome, in Business, Public Administration or any related field is
extremely desirable.

Experience:

2 to 4 years of relevant
experience in administration, secretary or programme
support service. Experience in the usage of
computers, internet, office software packages (MS Word, Excel, etc.) and
other software.Experience in handling of
web-based management systems.Very good knowledge and
experience in handling database, administration, and government
regulation.

Language
Requirements:

Fluency in the English and
national language of the duty station.

Compensation

·
The
salary for the Secretary would be: 125 US Dollar/month, increasing salary would
be considered based on working performance.

·
One
day of leave day in every month (available for one year accumulation)

·
8
hours working time for each day; from Monday to Friday

ALL APPLICANT MUST
COMPLETE SEC01 FORM AND SUBMIT AS PART OF
THEIR APPLICATION

"Male/Female
candidates with any religion/culture/ nationality will be treated equally"

FFN
reserves the right to select one or more candidates from this vacancy
announcement. We may also retain applications and consider candidates
applying to this post for other similar positions with FFN at the same grade
level and with similar job description, experience and education requirements.

Note:
Please, download the template (In MS.Words) of Resume
within this page. You can find it in the link of "SEC01". After you
have already fill it, convert it into PDF file and then send your resume (the
photograph must be attached within the PDF File) to: hatma@FairFurniture .org
before 6th of June 2009