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 strategies
- Management of finance
- Efficient administrative support
- Support to supply and assets management
- Support to administrative, human resource and marketing
- Support to common services, include IT management
- Coordination of Registry, Customer relations and Receptionist functions
- Support 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.
- Provision 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 activities
- Supervision 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.
- Organization 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.
- Coordination of the provision of reliable and quality office supplies
- Organization 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 manner
- Maintain Data base personnel and members
- Organization of support for marketing activities.
- Provision 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 services
- Provision of reliable registry services
- Provision 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 procedures
- Briefing/debriefing of staff members on issues relating to area of work
- Sound contributions to knowledge network and communities of practice
- Provide 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 values
- Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
Functional Competencies
Knowledge Management and Learning
- Shares knowledge and experience
- Actively 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 transactions
- Ability to extract, interpret, analyze data and resolve operational problems
- Ability 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 regulations
- Strong 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 feedback
- Consistently approaches work with energy and a positive, constructive attitude
- Remains calm, in control and good humored even under pressure
- Good ability to build a good communication with working partners
- Good 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
