Key Responsibilities:
Wahana Visi Indonesia is a Christian humanitarian organization dedicated to empowering the most vulnerable children and communities through community development, advocacy, and humanitarian response, regardless of religion, ethnicity, or gender.
As a local entity legally established in Indonesia since 1998, Wahana Visi Indonesia is part of the global World Vision Partnership, benefiting from and contributing to its global expertise and systems. For over 25 years, Wahana Visi Indonesia has driven sustainable changes at the grassroots level and remains committed to strengthening local capacity across various sectors.
Wahana Visi Indonesia is currently present in 61 districts across 15 provinces of Indonesia. Its programmes focus on child health (including nutrition and WASH), education, child protection and participation, as well as household economic resilience. Wahana Visi Indonesia mainstreams cross-cutting themes including Gender Equality, Disability and Social Inclusion (GEDSI), Environmental Stewardship and Climate Action (ESCA), and good governance to ensure inclusive and sustainable outcomes. Wahana Visi Indonesia reaches hundreds of thousands of children through its work every year.
Job Purpose:
Provides confidential and professional administrative and logistical support to the National Director for effective and efficient operations of the Director Support Unit and the Board Support Unit.
Major Responsibilities:
Administrative Support to the National Director (ND) – 45%
Acts as a point of contact, and manages ND’s communications by efficiently screening communications and requests to facilitate ND’s responsiveness, accessibility, and focus on strategic priorities.Manages ND’s calendar including scheduling meetings, appointments, events, and travel to prevent scheduling conflicts and help ND focus on high-priority matters and meet deadlines.Arranges ND’s domestic and international travels to ensure purposeful travel itineraries, and the most efficient use of travel resources that prioritizes strategic impact for the organization, minimizes cost and maximizes well-being.Coordinates preparation and drafting of talking points, presentations, memos, and reports for executive communication.Organizes information including gathering information and ensuring crucial information is easily accessible to support leadership, decision-making and business processes.Coordinates preparation of Director Support Unit’s annual budget.Tracks expenses of ND and Director Support Unit (DSU) to ensure expenditure aligns with budgetary limits, and prepares expense reports according to financial compliance.Organizes hospitality arrangement for ND’s key stakeholders, including Board, ExLT and staff, WV Academy, Middle/Major Sponsors, Donors, Partners and Government Officials.Handles confidential documents and sensitive information with appropriate discretion and confidentiality.Anticipates potential issues and proactively finds solutions.Administrative Support to the Board Support Unit (BSU) – 10%
Provides administrative and logistical support to the Governance Specialist for arrangement of Board’s meetings (scheduling and setting up Board’s meetings including online, onsite and hybrid meetings), and for management of Board’s events (including Annual Field Visit & Retreat, Dedication & Farewell Services).Corporate Administrative Support – 30%
Provides administrative support for effective and efficient monthly Executive Leadership Team (ExLT) Meetings including agendas preparation, pre-reads circulation, reporting on action items, setting-up meetings, minute-taking, and following up on agreed decisions.Manages “Suara Aksi Kita”, the internal feedback mechanism set up by the ExLT, and coordinates feedback loop with relevant ExLT members.Coordinates administrative support for international visitors including ensuring visit approvals from National Director, maintaining visitors log, processing visa applications, and ensuring completion of security briefings, as well as and child protection and safeguarding orientations.Provides administrative support as requested to the Corporate Legal Specialist and other Departments concerning organization’s legal requirements.Provides administrative support to select national meetings/events as requested by the National Director.Organizational Engagement – 15%
Represents Director Support Unit (DSU) in national teams and events as designated.Participates in organizational events including Staff Meetings, Chapels, Day of Prayer.Participates in team’s spiritual nurture activities.Be in full compliant with organizational compliance including safeguarding and annual compliance training.Required Professional Experience:
Demonstrated a minimum of 3-5 years of experience in a similar role, providing high-level administrative support within a corporate or non-profit environment.
Required Education, Training, License, Registration, Certification:
Minimum requirement of Diploma in Secretarial Studies or Diploma in Office Administration; preferably a Bachelor’s Degree in related field.
Required Knowledge, Skills and Qualifications:
Advanced proficiency in Microsoft Enterprise 365 (Outlook, OneDrive, Word, Excel, PowerPoint) along with familiarity using digital tools for expense management, procurement and HR services.Strong interpersonal skills that foster positive relationships across teams, and display empathy and approachable demeanour.Excellent organisational skills with the ability to manage multiple priorities and work independently.Agility to rapidly adjust when priorities shift or urgent requests arise without losing composure or effectiveness.High level of discretion and ability to manage confidential information.Travel and/or Work Environment Requirement:
Flexible Work Arrangement with regular onsite/hybrid meetings.Must travel domestically for Board’s Annual Field Visit and Retreat.Physical Requirements:
Adequate physical health to meet the demand of the job, and ability to move freely, both indoors and outdoors, to conduct site-visits, meetings, and other activities related to the job responsibilities.
Language Requirements:
Excellent written and verbal communication skills in both Bahasa Indonesia and English for effective interaction with diverse stakeholders.
Applicant Types Accepted:
Local Applicants Only
Wahana Visi Indonesia implements a Safeguarding Policy as a form of our commitment to protect children and adult beneficiaries. Wahana Visi Indonesia has zero tolerance towards incidents of violence or abuse against children or adults, including sexual exploitation or abuse, committed either by employees or others affiliated with our work. As part of global World Vision Partnership, Wahana Visi Indonesia applies Misconduct Disclosure Scheme (MDS).
Applicant Types Accepted:
Local Applicants Only