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EXECUTIVE ASSISTANT

Job Summary: 

The Executive Assistant (EA) shall assist the Executive Director in executing and improving GPSEA’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 South East 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. 

This is a full-time position based in either Manila, Bangkok, Jakarta and Kuala Lumpur.  Candidates who have the legal right to work and live in Philippines, Thailand, Indonesia and Malaysia are encouraged to apply. 

Key Duties

  • Assist the Executive Director in implementing systems and procedures for effectively managing the organization.
  • Assist the Executive Director in the preparation and management of the ED’s workplan and budgets, as well as those of units falling under the remit of the Executive Director.
  • Assist the ED and the SMT in the organization of and preparations of GPSEA’s annual and mid-term planning processes.
  • 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.
  • Participate in discussions and planning regarding strategic issues, campaigns, fundraising and organizational planning within GPSEA.
  • 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.
  • Perform other job-related duties as requested or assigned by the Executive Director.

Educational Background & Fundamental Qualifications

Level/Field of Education:         Bachelor’s Degree in the field of Social Sciences, Communications, or Environmental Sciences or demonstrated equivalent professional experience (e.g. 5 years’ experience in a similar role)

Competencies and Skills

Organizational Competencies            

  • Professionalism:  Knowledge and/or experience in managing conduct and emotions in a way that represents the values and realizes the objectives of the organization
  • Teamwork and Communication:  Knowledge and/or experience in working with others and presenting information, ideas and positions in a clear manner that can easily be understood across diverse and multi-culture audiences.
  • Quality:  Knowledge and/or experience in meeting and surpassing requirements by setting high standards for the conditions of outputs.
  • Innovation and Change:  Knowledge and/or experience in reflecting creative and imaginative thinking, an openness to new ideas, and an ability to take calculated risks in order to meet organizational objectives.

Functional Skills          

  • Excellent communication skills in English (both written and oral) and at least one of the major languages spoken in the Southeast Asian region.
  • Strong documentation, writing, research and presentation skills. Proven ability to prepare meeting minutes and reports.
  • 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.
  • Excellent computer skills, including mastery of programs on database management and budget preparation/monitoring, task monitoring and schedule software and other presentation programs.
  • Ability to carry out budget forecasting and monitoring as well as preparation and analysis of annual and quarterly budgets.
  • Willingness to travel internationally.
  • Creative and dynamic, with flexible approach to work.

Desired Skills:

  • Exposure to and knowledge of environmental issues.
  • Networking skills and ability to communicate with a wide range of sectors and organizations
  • Previous experience working in an environmental/activist organization
  • Ability to lead and manage cross-functional project teams

Specific Work Environment

This position requires the employee to have a flexible approach and the ability to adapt and work in different and challenging work and cultural environments, which may include flexible arrangements working in challenging field and frontline work environments.

Commitment to non-violent direct action as a means of affecting change

Willingness to work beyond normal working hours

Willingness to travel 

THINGS YOU SHOULD KNOW BEFORE APPLYING TO THIS POST

WORKING HOURS

Normal hours of work for full time Employee will be forty (40) per week or (5) days in a week, at 8 hours per day excluding an hour lunch break. This will be from Monday to Friday, between the hours of 8:30 am to 6: 30 pm. Ordinary hours of work may be varied as agreed between staff and the line managers.

LEAVE

A permanent employee will be entitled to the following leaves:

Annual Leave: 20 days

Parental Leave:  As per labor laws and Greenpeace policy

Long Service Leave: 2 months paid leave after 5 years of continuous service

Compassionate leave: maximum of 5 days for the death of significant others 

SALARY

In determining salary offer for this position, Greenpeace applies its Salary Grading Process, taking into consideration the job description and applicant’s previous experience, and the organization’s salary grade.

INSURANCE
Greenpeace provides health insurance and travel insurance to its employees.

LEARNING AND DEVELOPMENT

Greenpeace is committed to providing its employees with learning and development opportunities to be able to perform its functions more effectively.  Through its mentoring process and annual Performance Management System, staff’s development objectives are identified and prioritized. 

EQUAL EMPLOYMENT OPPORTUNITY

Greenpeace is committed to the principle of Equal Employment Opportunity for all employees, regardless of sex, marital status, nationality, religion, age, sexual orientation and any other characteristics unrelated to the performance of the job. Selection will be in accordance with objective, job related criteria and the appointment will be on the basis of applicant’s merits and abilities. 

HR POLICIES AND PROCEDURE

Greenpeace management and staff are given guidance on the implications of the equal opportunities policy. Policies and procedures are reviewed to review and adapt current practices to promote equality of opportunity. Other organizational policies and procedures will be fully discussed to the successful applicant.

APPLICATION GUIDELINES

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, fill-up the attached Application

from link below 

http://www.greenpeace.org/seasia/th/getinvolved/jobs/Executive-Assistant-201710/

and email to: jobs.th@greenpeace.org

 

Deadline for Applications:  November 13, 2017 

As we receive a large number of applicants for our advertised vacancies, we are unable to respond to those applicants who have not been shortlisted and we apologize for this in advance.  If you do not hear from us within two weeks of the closing date, please assume that you have not been shortlisted.

GUIDANCE IN COMPLETING YOUR APPLICATION FORM

  1.  Read the recruitment pack carefully before completing your application form.  The recruitment pack contains information about Greenpeace, about the job you are applying for, and brief information on employment conditions.
  2. Complete all items in the application form. Remember that this will be our basis for shortlisting candidates
  3. Make sure you email the form to the correct email address (jobs.id@greenpeace.org), addressed to the HR Department, and ensure that your application form arrives before the closing date.  Application forms received after the closing date will not be accepted.
  4. If you have questions, kindly email jobs.th@greenpeace.org

Thank you and we look forward to receiving your application letter and completed application form.

Contact : jobs.th@greenpeace.org

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