The OPEC fund for
international development
  • Who we are
    • At a Glance
    • Member Countries
    • Facts & Figures
    • The Organization
    • Partners
    • FAQs
  • What we offer
    • Overview
    • Public Sector Lending
    • Private Sector & Trade Finance
    • Grants
    • Special Initiatives
  • Focus Areas
    • Overview
    • Agriculture
    • Education
    • Energy
    • Financial
    • Health
    • Industry
    • Infrastructure
    • Multisectoral
    • Telecommunications
    • Transportation
    • Water & Sanitation
  • Operations
    • Search Operations
    • World Map
    • Countries A-Z
  • Investor Relations
    • Overview
    • Credit Fundamentals
    • Funding
    • Operations
    • Governance
    • Contact Us
  • News
  • Contact Us
  • Media Center
  • Publications
The OPEC Fund
for International
Development
  1. Career Opportunities
  2. Vacancies
  3. Executive Assistant

Career Opportunities

  • Vacancies
  • Young Professional Development Program
  • Internships

Executive Assistant

Vacancy Number: 1221

Reports to: Chief of Staff
Application deadline: June 3, 2022

Job Profile

The Executive Assistant is responsible for providing secretarial/clerical services to the Office of the Director-General, performs auxiliary administrative duties relevant to the supervisor's responsibilities and coordinates overall Office activities, within overall policies or instructions.

Duties and Responsibilities

Correspondence

  • Receives, logs, reviews and distributes all incoming mail.
  • Provides background information and files concerning correspondence and ensures that urgent/important items are drawn to the (Office of the) Director-General’s attention.
  • Drafts correspondence in one or more languages, upon own initiative or on-the-job instructions received, for the signature of the Director-General.
  • Checks outgoing mail for accuracy, conformity with overall policies or instructions, and use of the correct communication channels.

Business meetings/ events arrangement

  • Receives officials and other visitors to the Office of the Director-General and arranges meetings, notifies participants of place, date, time, and subject.
  • Makes arrangements for duty travel, prepares travel authorizations, ensures that visas, vaccination certificates, etc., are in order and completes the required forms.
  • Takes minutes of the meeting and prepares draft records for the Director-General’s approval.
  • Manages the (Office of the) Director-General calendar and assists and advises the Office on a variety of administrative and logistical matters.

Coordination

  • Assists the (Office of the) Director-General with the coordination of submissions in relation to budget and work programs.
  • Adheres to deadlines and coordinates correspondence, reporting and submissions to Ministerial Council, Governing Board and committees chaired by the (Office of the) Director-General.
  • Ensures that the (Office of the) Director-General has all the relevant files needed for the Ministerial Council and Governing Board Meetings, as well as other high-level meetings, when necessary. 
  • Coordinates overall department activities with other assistants within other departments.
  • Coordinates logistical arrangements of workshops and training.

Document management

  • Designs and maintains accurate and effective physical and electronic filing system.

Performs other duties as required by the (Office of the) Director-General.

Qualifications and Experience

  • A Bachelor’s degree in a relevant field.
  • A minimum of 10 years of professional experience in a relevant field. 
  • Preferably at least three years at a responsible level in a large organization, preferably international in nature.
  • Fluent in English and good German proficiency. French, Arabic, or Spanish is an added advantage.

Competencies

  • Extensive knowledge in the usage of office technologies, such as Microsoft Office applications (Word, Excel, PowerPoint, etc.), intra/internet as well as on-line database management.
  • Excellent verbal and written communication skills.
  • Ability to work independently with minimum supervision and guidance.
  • Good interpersonal, organizational and time management skills.
Apply for this position
Scroll top

Career Opportunities

  • Vacancies
  • Young Professional Development Program
  • Internships
Scroll top
Who we are
  • At a Glance
  • Member Countries
  • Facts & Figures
  • The Organization
  • Partners
  • FAQs
What we offer
  • Overview
  • Public Sector Lending
  • Private Sector & Trade Finance
  • Grants
  • Special Initiatives
Focus Areas
  • Overview
  • Agriculture
  • Education
  • Energy
  • Financial
  • Health
  • Industry
  • Infrastructure
  • Multisectoral
  • Telecommunications
  • Transportation
  • Water & Sanitation
Operations
  • Search Operations
  • World Map
  • Countries A-Z
News
Career Opportunities
  • Vacancies
  • Young Professional Development Program
  • Internships
The OPEC Fund
for International
Development
Parkring 8
1010 Vienna
Austria
  • Copyright 2022 by the OPEC Fund
  • Fraud Alert
  • Privacy Statement
  • Terms of use
  • Contact
  • Webmail

We use Cookies. Read our Terms