Merlin is looking for a Secretary for Country Director

Merlin activities in Indonesia

After the initial emergency response to the impact of the tsunami disaster of December, 2004 Merlin / Indonesia is currently engage, both with local authorities, as well as local NGO's and communities, in a rehabilitation programmed, which includes (re)construction of 102 health facilities, outfitting these awareness raising programmers and other appropriate activities. These activities take place in four locations in Aceh province, namely Banda Aceh town, and the districts of Aceh Besar, Calang, and Bireuen.

Merlin / Indonesia is also supporting a local NGO with follow - up activities to the earthquake disaster response near Jogjakarta, Java. It is presently identify other opportunities for support as well.

Merlin is currently inviting applications for the position of : Secretary to Country Director, with Office Manager duties

BASE / PROGRAMME: Banda Aceh
REPORTING TO: Country Director
WORKING WITH: Country Coordination Team; project teams
SALARY BANDING Grade D(between 4,575,000 - 6,150,000IDR), depending on experience
START DATE: a.s.a.p.
DURATION: contract up to 15th March 2007, with possibility of extension Because of the emergency relief nature of Merlin's work, working hours may be irregular and employees are expected to be flexible in their approach to working hours under emergency conditions. However, staff members are not expected to routinely exceed the working hours specified in their contract of employment.

OVERALL OBJECTIVE

To provide the Country Director with secretarial and administrative support.

SPECIFIC RESPONSIBILITIES

To efficiently manage and prioritise the Country Director's time/workload
Maintain an overview of the Country Director's workload, ·
Manage requests for his time
Undertake or delegate tasks as appropriate
Organize the Duty Travel of Country Director and keep it up to date
To maintain robust office systems to ensure the efficiency of the organisation and the Country Director' role within that.
Review any existing systems
Suggest improvements and new systems
Set up / revise as agreed
Maintain contact with Donor and relationship with another agencies
Maintain RAND Data Base for BRR reporting.
Provide information of general situation in Indonesia particularly in Aceh for the Monthly Report
Provide and support Merlin's contact by providing Merlin Constant Companion
Assist Country Director to make Press Release for the occasion of Merlin's Program · Provide translation of documents
To organise emails, correspondence, meetings, conferences and travel for the Country Director
Manage calendar, prioritise and schedule meetings
Deal with all correspondence and enquiries, and pass on as relevant, draft replies or take action as appropriate
Oversee travel arrangements / expense claims
Ensure all meetings are planned / prepared or briefings in place
Take meeting notes as requested
Draft and edit documents as needed
Follow up and delegated tasks from Country Director
Organise Country Director's personal files as requested
To raise awareness of the work of the Country Director
Set up and maintain good communication and information between Country Director , self and the rest of the Merlin Indonesia team
To take on any other administrative activities as appropriate
Manage one off tasks as required

SPECIFIC REQUIREMENTS
§ Excellent spoken and written English language skills
§ Previous experience as Secretary or Personal Assistant
§ Excellent organisational skills and the ability to prioritise.
§ Strong attention to detail.
§ Excellent inter-personal and communication skills.
§ Ability to develop and maintain both internal and external working relationship
§ Flexible in working hours to ensure functions are covered during absence
§ Ability to complete tasks and meet deadlines
§ Excellent knowledge of Excel and Word.

4) GENERAL REQUIREMENTS
§ Work experience in NGO is desirable

Application should submitted to : applications@merlin-indonesia.org or send to Merlin office at Jalan Pemancar No. 1, Simpang Tiga Lamteumen, Banda Aceh - 23236. Due to the urgency of filling this position, we will short list the application on daily basis.