Executive Assistant VACANCY

General Description of Position: This position is funded by USAID and administered by its contractor, the Research Triangle Institute, through the Democratic Reform Support Program (DRSP). The Executive Assistant reports to the Chief of Party and is responsible for the overall coordination of program and administrative functions that accrue to his office. The position requires a high level of organization and the ability to liaise effectively with program, finance and administrative staff. Typical duties associated with this position are described below.
Duties and Responsibilities (Illustrative)
1. Program:
· Provide program and administrative support for DPR and DPD programs, including oversight of participant training program arrangements.
· Assure that all data gathering and reporting requirements for DPR and DPD programs are met.
· Lead the quarterly and annual documentation of monitoring and evaluation memos and files.
· Develop key contact lists within DPR and maintain regular relations with selected officials important for ongoing business in parliament.
· For new grants, help oversee the coordination and documentation required for USAID and RTI approvals (memo of grant negotiation, final budget, budget narrative, Bridger Insight authorization, final proposal, pre-award documentation, CTO approval).
· Administer the preparation of weekly and monthly grant/activity updates for the USAID CTO.
· Ensure new proposals are logged in, receive program evaluation, and are responded to by letter or email. Document evaluations of proposals.
· Make agendas for program meetings within DRSP.
2. Personnel Management
· Together with the Chief of Party, lead and coordinate DRSP HR/personnel approvals and processes, including the preparation of action forms for consultants and employees for COP approval and signature.
· Help assemble, and monitor personnel approval requests to CTO.
· Ensure all documentation for new personnel is in order (cv, SOW, bio-data sheet, etc.)
· Follow up with RTI Indo HR to ensure negotiation carried out and consultants are brought on in a timely fashion.
· Ensure the local STTA tracker is regularly updated.
3. Office Administration
· Manage scheduling and appointments for the COP.
· Oversee report production.
· Supervise the structure and quality of all filing systems. Ensure the integrity and logic of Company Web and S Drive electronic filing systems.
· Periodically check to be certain all forms, grant documentation, policies, procedures, etc. are regularly updated to Company Web.
· Make agendas and take notes for DRSP admin and program meetings.

Reporting:

This position will report to the Chief of Party.

Required Knowledge, Skills and Ability

Bachelors¢ degree
At least five years¢ previous experience in managing an office, of which at least two years¢ experience is at the Executive Assistant or comparable office management level.
Prior work on development programs with donor organization, NGOs or contractors preferred.
Knowledge of standard Microsoft computer programs and a variety of multimedia and publication programs. Outstanding document management skills.
Excellent verbal and written English language skills.
Must be highly organized and systems-oriented.
Very good interpersonal skills and friendly disposition.
Prior experience on personnel management a plus.


To apply for this position, send an electronic copy of your CV and contact information to info@drsp.or. id. Applications must be received before April 25, 2008.