About the organization:
Yayasan Relief Islami Indonesia (YRII) is an independent humanitarian and development organization. YRII, previously Islamic Relief Worldwide in Indonesia as globally with Islamic Relief Worldwide we have been fighting poverty and injustice for 30 years, in a world where more than three billion people still live in poverty
Country Purpose:
Islamic Relief Worldwide in Indonesia has been operating since 2003, and officially became the Yayasan Relief Islami Indonesia in January 2022. The objective of the Yayasan Relief Islami Indonesia program is to contribute to the social welfare of the Indonesian people and to alleviate suffering. The main sector for the programme include:
• Water and Sanitation
• Sustainable livelihood
• Education
• Child Welfare
• Shelter
• Disaster Risk Reduction
• Climate Change
The geographical area: NTB, Aceh, Central Sulawesi, West Sulawesi and Jakarta Province and will be expanded to all regions of Indonesia according to the development of the organization. The implementation of the program is carried out directly by YRII or through cooperation partners.
Yayasan Relief Islami Indonesia is seeking Board of Secretary based in Jakarta - Indonesia.
Reporting Line:
Post holder would directly report to Chief Executive Officer.
Overall Responsibility:
To provide confidential executive and administrative support to the CEO, with an emphasis on research, analysis and communication, as well as developing clear channels of communication with internal and external stakeholders.
Key Duties and Responsibilities:
KEY WORKING RELATIONSHIPS
§ Provide executive and administrative support and a high degree of professionalism to the CEO on a wide variety of complex issues relating to the CEO's deliverables.
§ Has frequent contact with Directors, Managers and IR family globally.
§ Works with the CEO and CMT to provide policy support, ad hoc research and group support duties for the Board of Trustees (BOT).
SCOPE AND AUTHORITY
Scope of the Role:
Reporting to the CEO, the Board of Secretary is responsible for supporting the CEO's effectiveness with a wide range of activities, in particular by supporting:
1. Information management and reporting functions
2. Research and analysis
3. Clear channels of communication with internal and external stakeholders
Responsibility for Resources:
This role does not manage a budget though can provide input on budgetary matters. It does need to handle sensitive information and any associated information resources as required by the CEO.
KEY ACCOUNTABILITIES
The job-holder is accountable for fulfilling his or her roles and responsibilities in line with Islamic values and principles of fairness, humanity, honesty, respect and fair treatment of his/her colleagues and staff.
Area 1: Help coordinate CEO direction
1. Act proactively and flexibly in relation to the CEO workload to make sure that the CEO is able to deliver organisational strategic objectives effectively and efficiently.
2. Help provide executive support and high degree of professionalism in supporting the CEO on a wide variety of complex issues relating to the CEO's deliverables.
3. Support the CEO with preparations for the quarterly Board of Trustees meetings.
Area 2: Help enhance CEO's effectiveness by providing information and management support.
1. To help prepare, for the CEO in coordination with the CEO Team, materials for internal/external meetings, i.e., conduct research on ad hoc projects, analyse and collate information ready for presentation, prepare briefing papers and executive summaries of detailed reports etc.
2. Provide strong analysis and research where required to produce reports and opinions for the CEO and internal stakeholders as required.
3. Work closely with key departments and the Board of Trustees to deliver on priority organisational projects and initiatives on behalf of the CEO.
Area 3: Support for representation of the CEO
1. Ensure that the CEO and CMT are made aware of, and updated on relevant internal and external issues and developments (within the international INGO sector).
2. Manage and update the CEO's representation within social networking spheres.
3. Respond and act proactively and efficiently where appropriate to correspondence such as e-mails, telephone calls, invitations and letters, to a high standard.
Area 4: Provision of policy support, ad hoc research and group support duties for the CEO and Board of Trustees
1. Assist in research for reports, briefings, correspondence etc.
2. Supporting responses in writing to any correspondences relating to policy and sensitive matters.
3. Taking minutes at meeting discussions (which may include Board meetings), capturing decisions and actions items. Follow up meetings, external contacts and action points as required.
Skills:
PERSON SPECIFICATION
Personal qualities
· Is committed to integrity and IR Values, upholding the highest standards in conduct.
· An appreciation of the expectations of working for the office of the CEO.
· Sound emotional intelligence, and able to maintain composure under pressure.
· Has a positive demeanor and disposition, and able to overcome setbacks.
· Flexible and able to adapt to changing situations and priorities.
Skills and Competencies
· Good knowledge and sound understanding of the voluntary INGO sector.
· Innovation and creativity skills.
· Ability to work on own initiative, under pressure and to tight deadlines.
· Ability to work in a way that is discreet and maintains confidentiality.
· Ability to coordinate the input of others.
· Demonstrated skills in exercising sound judgement and decisions when dealing with unexpected issues.
· Strong communication skills which delivers complex information accurately and with clarity.
· Strong organisational skills i.e., ability to prioritise and plan work, set and achieve deadlines, establish and maintain monitoring systems etc.
· IT literate with a command of MS Office applications, in particular Excel and PowerPoints.
· Ability to contribute to group discussions in thoughtful manner.
· Represents the organisation and the CEO in a positive manner.
· Demonstrates the flexibility and energy that is required to the reach the goals and targets that are set in a dynamic organisation
· Strong organisational, writing and interpersonal skills as well as an ability to distil and disseminate complex information.
· Analytical skills to interpret large volumes of data and to be able summarise salient key messages
· Ability to take accurate and well-presented minutes.
· Ability to help prepare presentations for the CEO for meetings.
· Willingness to travel and work outside normal office hours.
· Research skills and experience.
· Excellent work attendance and punctuality record.
· High standard of written and spoken English.
· Strong team worker and good sense of humour.
· Working knowledge of English is essential.
· Previous experience of providing executive support including briefings and reports.
· Previous experience of minute taking and related skills.
· Previous experience of analysis and research.
Strong interest in development work with respect for confidentiality and commitment to YRII overall aims and objectives, including gender, equality and equal opportunities in all aspects of YRII's work.
YRII is a faith based-non government organization that respects diversity and inclusiveness. Applicants from diverse religions, gender, race, and physical impairment are encouraged to apply
Accountability:
All YRII team members are expected to support all efforts towards accountability, specifically to our beneficiaries and to international standards guiding international relief and development work while actively engaging beneficiary communities as equal partners in the design, monitoring and evaluation of our field project
Safeguarding:
Yayasan Relief Islami Indonesia participates in the inter-Agency Misconduct Scheme to ensure that our operations and programs, staff, representatives, children, young people and people at risk are protected against the risk of harm and abuse. With a zero-tolerance approach YRII is committed to responding appropriately and constructively to any and all information related to safeguarding issues during the recruitment process.
How to apply :
Please send only your application letter and CV to the email address:
irid.recruitment@islamic-relief.or.id
Applications submit directly to Yayasan Relief Islami Indonesia Office will not be considered.
Only short-listed candidates will be contacted.
The deadline for submitting applications : 5 August 2022
Salary Max: IDR 8.800.000 (Gross)
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