Executive Secretary

Background

Yayasan Sahabat Cipta (YSC) was founded on November 30, 2007. Strives to create a world where economic opportunities reach disadvantaged people, YSC has a mission to empower communities with new skills and opportunities so they become self-reliant. With dedicated team works in marginalized area to provide skills and new business opportunities that will bring people essential elements for a better life: security, self-confidence and hope.

In fulfilling its mission, YSC performs three vital roles:

1. A catalyst for measurable social change

2. A laboratory for innovative development ideas

3. A networking hub for partners

YSC traces its origins back to 2010 with a pledge to dedicated development specialists to provide sustainable economic opportunities to Indonesians living at the base of the economic pyramid. While still young, YSC is proud of the many ways we help to empower communities and earn their own livelihood.

Simply put, YSC’s work helps to create opportunity for people to improve their welfare, live in a healthier environment and build better lives for themselves and their families. This is the reason YSC came to being, and it’s what drives us to this day.

Currently YSC is implementing several projects funded by different Donors located in Jakarta and cities other than Jakarta.

Objectives of the Assignment

The overall objective of this assignment is to support the Executive Director (ED) of YSC in managing the ED’s workload in administrative and clerical tasks under the direct supervision of the Director of Operations and Finance Manager of YSC.

Key Responsibilities and Tasks

1. Office coordination and management

– Prepares of meetings for the ED (PowerPoint presentation or translation).

– Attend meetings or workshop related to the project on the approval from the ED and documents result for the project.

– Assists administrative and logistical arrangements for ED’s events, where necessary.

– Interprets during meetings, where necessary.

2. Secretariat work and services

– Arranges appointments and meetings and managing the personal agenda of the ED.

– Attend to correspondence and documentation in English and Indonesian, including translation if required, and formulate replies after consultation with the ED.

– Prepares information, materials and other support, including research on project related topics for events or activities on behalf of the ED.

– Participates in internal and external (team) meetings and workshops and assists with documenting these, e.g. by taking minutes.

– Prepares and follows up on official travels of the ED including travel claim.

– Makes travel and hotel arrangements for the ED for business and private.

– Make print-outs, photocopies and scan documents if and when required.

3. Administration

– Assists in administrative processes of the project as needed and agreed with the Finance Manager and Director of Operations.

4. Others

– Performs other duties and tasks at the request of the Director of Operations.

Specific Tasks related to the Project Administration

1. Maintain time recording according to YSC instructions

2. Maintain expense recording for the activities conducted according to YSC accounting standards and Project manual.

Time-frame and Workload

Starting date of the ES is expected to be as soon as possible with a period of employment contract until December 31, 2015, with possible extension. The assignment of the ES is full-time with 100% input of 8 hours per day and 5 days a week.

Duty Station: Jakarta, Indonesia

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