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 trainings.

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.