JOB DESCRIPTION

POSITION TITLE (EN):Office Assistant

POSITION TITLE (CH):办公室助理

EMPLOYMENT STATUS:Regular, full-time

SUPERVISORS:Country Director

LOCATION:Guangzhou

POSITION SUMMARY:

The Office Assistant provides administrative support to the Office of the Institute for Sustainable Communities (ISC) in Guangzhou and helps to ensure the successful development and implementation of ISC’s project activities.

The Office Assistant position requires a person who is committed to ISC’s mission, able to communicate effectively with a diverse group of people, works well under pressure, thinks strategically and acts proactively. Performance requires administrative, organizational and logistics management skills, excellent oral and written communications, the ability to prepare, attention to detail and ability to meet deadlines, and the capacity to track and prioritize multiple tasks in a fast-paced environment.

ORGANIZATION DESCRIPTION:

Founded in 1991, the Institute for Sustainable Communities (ISC) is as a not-for-profit organization that utilizes technical expertise and leadership training to solve important global issues such as sustainable development, energy efficiency, and environmental protection resulting in lasting change.

Headquartered in the USA, and with offices in Washington, DC; China and other countries, ISC has an international staff of approximately 90 people. The ISC staff’s core values include a commitment to improving the quality of life and the earth’s ecosystem; maximizing effectiveness through creativity and high quality work; and compassion, honesty and respect toward one another and ISC’s partners.

In China, ISC currently has offices in Beijing, Guangzhou, and Shanghai.

RESPONSIBILITIES:

  • Provides administrative support to facilitate the efficient implementation of ISC's programs in China.
  • Participates in the preparation of special events, trainings and other program activities.
  • Coordinates scheduling and logistical arrangements for internal and external events and/or meetings, including logistics, materials etc.
  • Assists the financial team in administrative matters,
  • Takes minutes of meetings and site visits, as necessary.
  • Fax, scan and copy documents,monitor and maintain office supplies,
  • Maintain office filing and storage systems, keeps the office tidy,
  • Update and maintain databases such as mailing lists, contact lists and client information
  • Update and maintain internal staff contact lists,
  • Co-ordinate and maintain staff administrative records such as inventory lists, staff phones and company credit cards,
  • Assist the Country Director in administrative matters,
  • While translation and interpretation is not a primary responsibility, the Program Assistant will be expected to translate project documents from Chinese to English, and English to Chinese as well as provide interpretation at meetings on an occasional basis.
  • Undertake other responsibilities or special assignments in support of the ISC mission and its activities in China.

RELATIONSHIPS:

  • Supervised by the Country Director;
  • Coordinates work activity with other program managers, and the M&E Coordinator;
  • Interacts with all ISC employees, including members of the head office, on matters related to the program team; and
  • Communicates with project partners and other organizations.

QUALIFICATIONS:

  • At least a university degree with oneyear minimum experience in a field related to ISC’s work;
  • Strong organizational and administrative skills that reflect ability to perform and prioritize multiple tasks;
  • Demonstrated ability to track multiple and competing priorities while maintaining focus on the “big picture”; is proactive and follows through; able to develop successful outcomes/products from concepts; research experience and skills; and ability to work independently and collaboratively;
  • Strong English skills (spoken and written) and fluency in Mandarin required.
  • Work experience with international and local NPOs, experience or knowledge of program monitoring and evaluationis desired.
  • Knowledge of NPOs in Guangdong province is an advantage;
  • Specific knowledge of, or experience in, local climate and energy issues (e.g., building energy efficiency, climate-friendly transportation and land use, climate adaptation, green jobs creation) is an advantage;
  • Good interpersonal, oral, and written communication skills;
  • Strong work ethic, personal integrity, and sensitivity to people from different countries/cultures;
  • Experience in word processing (Microsoft Word), spreadsheet (Microsoft Excel), e-mail, and Internet browser software.
  • Training capacity is desirable.

WORKING CONDITIONS:

  • Office environment with occasional travels;
  • Flexible working hours;
  • Opportunities for individual growth and professional development.

Apply:

  • Send your CV and cover letter to
  • Please mark your email with the title “Office Assistant”
  • The application remains open until a suitable candidate has been found.

Visit our web site at more information on ISC.

ISC is an equal opportunity employer.