Reports to:     Chief of Staff
Deadline:        October 7, 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 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.