Executive Assistant

Job - February 6, 2013
The Executive Assistant (EA) shall assist the Executive Director in executing and improving Greenpeace Southeast Asia's management systems and programs primarily in the areas of budget planning and oversight, preparation of annual and monthly work plans, consolidation of intermediate and strategic development plans, the monitoring and evaluation of programs, and the preparation of the organization's monthly, quarterly and annual reports.

The Executive Assistant will also serve as the ED's liaison to the regional Board of Directors of Greenpeace Southeast Asia and to the Senior Management Team (SMT), organizing agenda and logistics for meetings, being responsible for recording the minutes, and reminding Board and SMT members of follow-up actions required for decisions and agreements taken in the said meetings.

The EA is also expected to help improve the communication and coordination lines within the Senior Management Team (SMT), within the GPSEA Board and play an active role in the implementation of internal communication initiatives within GPSEA. From time to time and as assigned by the ED, the EA is also expected to lead and manage projects, which may involve participation from other units and departments. 

Key Responsibilities: 

  1. Assist the Executive Director in implementing systems and procedures for effectively managing the organization.
  2. Assist the Executive Director in the preparation and management of the ED's work plan and budgets, as well as those of units falling under the remit of the Executive Director.
  3. Assist the ED and the SMT in the organization of and preparations of GPSEA's annual and mid-term planning processes.
  4. Consolidate monthly updates from the different departments and help in the preparation of the ED's monthly report for circulation to the staff and quarterly updates to the Board, as well as in the finalization of GPSEA's Annual Report.
  5. Participate in discussions and planning regarding strategic issues, campaigns, fundraising and organizational planning within GPSEA.
  6. Assist the ED in the organization of SMT and Board meetings, providing logistical support, preparing the agenda and materials, documentation requirements for the said meetings, and other tasks related to the operations of the Board and SMT as assigned by the ED.
  7. Perform other job-related duties as requested or assigned by the Executive Director.

* Specific work plans will be amended each year. Salary rates competitive and commensurate with sensitiveness associated with this post.

Qualifications

University degree in the field of Social Sciences, Communications, or Environmental Sciences or demonstrated equivalent professional experience (e.g. 5years experience in a similar role)

COMPETENCY PROFILE

Organization competencies

  • Creative and dynamic, with flexible approach to work
  • Commitment to non-violent direct action as a means of effecting change

Functional competencies

  • Excellent communication skills in English (both oral written and oral) and at least one of the major languages spoken in the Southeast Asia region.
  • Strong documentation, writing, research and presentation skills. Proven ability to prepare meeting minutes and reports
  • Excellent computer skills, including mastery of programs on database management and budget preparation/monitoring, task monitoring and schedule software and other presentation programs.
  • Demonstrated ability in planning and organizing meetings
  • Adept at working with people of different cultures
  • Ability to work effectively in a team but also to work independently, and unsupervised
  • Ability to carry out budget forecasting and monitoring as well as preparation and analysis of annual and quarterly budgets
  • Exposure to an knowledge of environmental issues
  • Networking skills and ability to communicate with a wide range of sectors and organizations

Leadership competencies

  • Ability to lead and manage cross-functional project teams

SPECIFIC WORK ENVIRONMENT

  • Willingness to travel internationally
  • Previous experience working in an environmental/activist organization 

Interested candidates are invited to write Letter of Introduction, explaining why you are qualified for the position and why you want to work for Greenpeace. Please attach this to a completed application form and email to:

Deadline for Applications: February 15, 2013

Application Form | Recruitment Pack

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