TERMS OF REFERENCE
Vacancy No:
|
UCLG ASPAC/015/XI/2018
|
Post Title:
|
Executive
Assistant
|
Division:
|
Head of the
Bureau of the Secretary General
|
Duty
Station:
|
UCLG ASPAC
Secretariat
|
Duration:
|
One-year
contract and extendable
|
Date Posted:
|
Monday, 26th
November 2018
|
Closing Date
|
Monday, 10th
December 2018 (Jakarta Time: 23:59)
|
Background
UCLG ASPAC is the largest regional section of United Cities and Local
Governments (UCLG), an amalgamation of International Union of Local Authorities
(IULA), United Towns Organization (UTO) and World Association of the Major
Metropolises (METROPOLIS). UCLG was
established on 1 January 2004 and is headquartered in Barcelona, Spain.
Following this unification, UCLG ASPAC was established in Taipei on 14 April
2004, as the new entity of IULA ASPAC. UCLG ASPAC’s Secretariat is based in
Jakarta, Indonesia.
UCLG is a worldwide association of local governments and the
officially recognized voice of local governments by the United Nations. UCLG
ASPAC has linkages to more than 7,000 cities and local governments. It
represents well over 3.76 billion people - more than half of the world
population - and incorporates economically fast developing countries such as
China, India, and Indonesia.
UCLG ASPAC is the key knowledge management hub on local government
issues in the Asia-Pacific region. It promotes democratic local government,
supports cooperation between cities, local governments and their associations,
and facilitates programs, network and partnerships to develop
the capacity of local governments and the associations. Moreover, UCLG ASPAC
represents local governments politically within the international community,
and with the United Nations and its agencies.
It also promotes inclusive societies which safeguard equality, social
and economic justice, and sustainable development. UCLG ASPAC is engaged in all relevant
thematic fields for nurturing sustainable development comprising local economic
development, climate change, disaster resiliency, culture, strategic planning, decentralization,
municipal finance, gender equality, women leadership and empowerment and good
governance.
Following the expansion of its Secretariat and to support the
increased cooperation of cities and local governments, UCLG ASPAC is inviting
professional and dynamic people to fill in the newly created and opened positions.
UCLG ASPAC is recruiting Executive
Assistant (EA) for a one-year (1) period with possibility of extension,
based on satisfactory performance. The Post assign to provide high quality personal and
administrative assistance to the Secretary General and in support of wider
operations. The EA reports directly to the Secretary General (SG).
Objective and goal:
- To be responsible for being the main point of contact of SG in her relations with internal and external stakeholders.
- To be responsible for managing SG’s daily diaries to ensure effective and efficient day-to-day activities of the SG’s Bureau.
The EA will be directly supervised by the SG of UCLG ASPAC, and will
be supported by relevant managers and/or coordinators/officers. She/he
will undertake the following tasks:
1. Manage SG’s daily schedules in effective
and efficient manner;
2.
Arrange and organize
SG’s meetings with internal and external stakeholders;
3.
Support SG in technical, administrative and
communication related work, such as: correspondences, collecting information,
initiating telecommunications, boosting the social media coverage, etc;
4..
Organize SG’s memos, emails,
presentations, reports and other relevant documents;
5.
Develop and maintain SG’s filing and
contact inventory;
6.
Arrange SG’s travels and permit
documents;
7. Perform other administrative and secretarial duties as requested by the SG in
well-organized and timely manners.
Qualifications:
v Education:
-
Bachelor’s
degree in administration or other relevant areas.
v Experience:
-
Minimum 5 (five) years of similar professional experience;
-
Has working experience
in an international environment, respecting different cultures and
nationalities;
-
Demonstrated
experience working with local governments, multi-donor agencies and/or
development partners.
v Language:
-
Fluency in
written and spoken in English and Bahasa Indonesia.
v Computer skills:
-
Advanced computer skills, particularly MS
Office.
-
Familiar with social media outreach.
v Other skills and competency:
-
Excellent
communication and inter-personal skills;
-
Strong
time management and organizational skills;
-
Good
writing and presentation skills;
-
Multi-tasking
with ability to work under pressure;
-
Honest,
trustworthy and demonstrate sound work ethics;
-
Be
willing to travel when required.
Supporting Team
The post will
be supervised by the Secretary General and have close coordination with other
Head of Divisions, and supported by relevant managers and/or coordinators/officers.
How to apply
*
Please submit the application letter, state salary expectation and CV to recruitment@uclg-aspac.org and hbsg@uclg-aspac.org
* Only
selected candidates will be contacted.
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