Swisscontact

Swisscontact promotes economic, social and ecological development by supporting people to successfully integrate into local commercial life. Swisscontact creates opportunities for people to improve their living conditions as a result of their own efforts. The focus of its systemic intervention in the private sector is the strengthening of local and global value chains. Through its projects, Swisscontact works to enable access to professional training, promotes local entrepreneurship, creates access to local financial service providers and supports the efficient use of resources with the goal of successfully promoting employment and income generation.

The foundation is based in Zurich, Switzerland, and is active in 29 countries and has some 750 employees.

The SCPP is a large Public Private Partnership (“PPP”) in Indonesia which has started in January 2012. The Program is financed by the Swiss Secretariat for Economic Affairs SECO, The Sustainable Trade Initiative IDH, the Embassy of the Kingdom of the Netherlands, and five Private Sector Companies from the cocoa sector for the duration from 2012 – 2015. The Program works directly with 60,000 cocoa farming households in six Indonesian Provinces to improve farm productivity and livelihood conditions.

For our Swisscontact SCPP-Program in Indonesia, we are looking for an:

Executive Assistant

Begin of Employment         : February 2015 or as agreed

  Place of Duty                      : 1 person  – Jakarta, Indonesia.           

                                 

Overall Task

The Executive Assistant is responsible for providing  support to the high level Executives of Swisscontact Country Office.   She will address their administrative  tasks as well as logistical supports such as  arrange travel  and settlement of travel expenses, and manage schedule of meetings agenda.

 

TASK:

General Support:

• Support Country and Senior Program Management with all administrative matters of their daily work;
• Prepare draft of official letters from Country Director and Senior Program Management;
• Prepare meetings, agendas and take minutes of meetings. 
• Prepare travel arrangements, from airlines/hotels reservation to other logistics;
• Complete and reconcile invoices and expenses, and travel reports;
• Arrange official lunches, and other events;
• Support Country and Senior Program Management on a range of personal related errands.

 

Communication, Supervision, and Reporting:

• Report to Sr. Support Services Manager;
• Coordinate regularly with Human Resource and Administration, Government Relation, and other departments as needed to ensure complete integration of Country and Senior Program Management activities;
• Coordinate regularly with HR & Admin officers in the regional offices, for an online management of travel and events of the Country and Senior Program Management;.

 

Education/Qualifications Required Preferred
Master degree in Secretarial Studies, Business Administration or related subject from an accredited academic institution.

 

 

Experiences

• At least 5 years of professional work experience secretarial work;
• Multiple years of experience supporting executives in a dynamic environment;
• Familiar with Exchange Server, Google Calendar, Microsoft Project or other application for managing schedules;
• Strong customer service mindset.

 

Skills/knowledge:

•        Ability to maintain confidentiality of official information in a professional manner;

•        Strong skills, including but not limited to Microsoft Office application, Google Apps, Skype and task management apps;

•        Strong organizational skills and ability to prioritize and coordinate multiple tasks;

•        Excellent ability to work under pressure and manage strict deadlines;

•        Excellent interpersonal and communication skills, and demonstrated ability to effectively interact and collaborate with people/stakeholders;

•        Good in personal organization, planning and priority setting;

•        Excellent at taking initiatives, focused and result oriented;

•        Strong attention to detail and to maintaining a high quality standard;

•        Demonstrated flexibility and capable of managing a variety of tasks with minimal supervision.

Other Specific Requirements

• Proficiency in Microsoft Office Applications including Excel, PowerPoint, and Word;
• Excellent spoken and written Bahasa Indonesia;
• Excellent  spoken and written English language.

                    

Please submit your application letter addressing the above qualifications and experience with your curriculum vitae on January 25^th, 2015 at the latest to:

Swisscontact-SCPP, Human Resources Unit, The Vida Building, 5th floor, Jl. Raya Perjuangan No. 8, Kebon Jeruk – Jakarta Barat 11530 , Tél. +62 21 2951 0200

E-mail: hrd@scpp.swisscontact.or.id

Only short-listed candidates will be notified and invited for interviews.