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Professional Secretary for Executive Directo |
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Written by Administrator
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Tuesday, 09 December 2008 |
OIC Alliance for Children Victims of Tsunami, Banda Aceh Office has been operating in Banda Aceh since May 2006. The office has several project includes living , health care, educational and vocational training expenses of orphans throughout Aceh. The OIC Alliance works under the Organization of the Islamic Conference, which is based in Jeddah, Saudi Arabia consisting of 57 member countries.
OIC Alliance Office:-Human Resources Development Initiative Program (01/12/08)
Employment Vacancy: Professional
Secretary for Executive Director
The OIC
Alliance Office, Banda Aceh, has an employment position available as
“Professional Secretary to the Executive Director” which needs to be urgently
filled as soon as possible. The OIC Alliance invites suitably qualified persons
with the necessary qualifications and professional work experience to apply.
Only persons that have had at least 5 years post university work experience
with International NGO’s, International Development Agencies, National and
Local Government and that can work in a results orientated and solution driven
environment need apply.
Qualifications
and Requirements
· Must be well presentable.
· Bachelor Degree, S1 or equivalent from any
accredited University, locally or internationally, in any major discipline
related to administration and secretarial work.
· Must have a working knowledge and be fluent in
spoken and written English as well as Indonesian and preferably Acehnese
languages. Has to be able make translations when required.
· Must have a proven employment experience as Professional
Secretary for at least 3 years in Banda Aceh and Nangroe Aceh Darussalaam
region or alternatively in other parts of Indonesia.
· Must possess excellent interpersonal,
communications, writing and computer skills. (MS Word, Excel, PowerPoint,
Microsoft Outlook Express)
· Must possess good organizational skills, and
exceptional problem solving abilities.
· Adaptable to work in accordance with international
code of standards and be able to work outside normal working hours.
· Must be dynamic, energetic, have the ability to
learn fast and adapt quickly to a changing work environment.
· Be able to attend high level meetings, take notes,
prepare meeting notes and reports, schedules and meeting agendas
· Experienced in dealing and cooperating with
government officials, high level international delegations and representatives
of the International community.
· Must be available for travel nationally.
· Carry out administrative duties of the Executive
Director.
· Must be proficient with PABX system.
Job Description and Duties
a. Answering and screening telephone calls in a
professional and friendly manner on behalf of Executive Director and
transferring calls to all OIC Alliance Office staff.
b. Receive and welcome guests, visitorsand staff, arrangement of appointments and meetings, acting
as an interpreter when required and/or taking minutes.
c. Translation and
interpretation of correspondences, interviews and meeting
d. Managing the schedule for security guards and informing the
Executive Director of any changes.
e. Prepare refreshments, organize meals
and coordinate for guests, visitors and any OIC Alliance Office meetings, events
and functions.
f. Arrange and coordinate with the
housekeeper for purchase of kitchen items such as tea, sugar, coffee and office
cleaning detergents and equipment.
g. Managing hotel accommodation, airline ticket reservation and scheduling
of conferences and seminars for the Executive Director and other management
staff of OIC Alliance Office.
h. Keeping all the correspondences, notes, meetings and all OIC Alliance
work in a logical, sequenced and unified system which is easily understandable
and accessible by the Director Executive and other OIC Alliance Office
Management Staff.
i. Support the organization in all their needs. Follow
up the stationary inventory of office and disposables. .
j. Make sure that the office is always kept in a tidy
and professional manner.
k. Arrange and follow up office repairs, maintenance and other related
issues.
l. Keeping record all employees data and filing in a
system appropriate to good administrative practices
m. Manage and implement an efficient and practical filing system.
n. Supervise housekeepers and ensure the work at the office is performed with
efficiency
o. Follow up on deadlines, commitments made, actions
taken and coordination of collection and submission of the reports to head of unit.
p. Arrange the monthly payment of all OIC Alliance Office, Banda Aceh bills
in coordination with the Finance department.
q. Implementing the requests and instructions of the Executive Director.
*Female candidates are encouraged to apply.
OIC Alliance URGENTLY needs to fill
in these vacancies. Kindly send your applications to: hr@oicalliance. org
Only short-listed candidates will be
contacted and interview decision will be taken as soon as the application is
received.
A candidate can be selected before
the deadline for application
Deadline for submission: 20th December 2008
Expected start date: 1st January 2009
Interested parties can also send hard
copies of their CVs to:
OIC
Alliance Office:
Peurada Utama Amba. No.105,
Lamgugob, 23115 Banda Aceh,
Attention: HR Department
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