Executive Assistant

The incumbent will handle the day-to-day routine of efficiently running the office and calendar of the Regional Director whilst also contributing to the overall administration of the Regional Office and the projection of a professional visage for it to the outside world. The high profile nature of the Regional Office and the confidential nature of some of the work require the incumbent to possess a high level of judgement, discretion and diplomacy. This also requires excellent organizational and protocol skills. A high standard of written and oral communication skills is also essential. An ability to communicate effectively in English and French will be required given the regional mandate of the office.Duties and Responsibilities:
• Assists in all aspects of the day-to-day work at the Regional office with a view to contributing effectively to the achievement of set goals and objectives
• Assists with the organization of the internal and external communications of the Regional Director and his/her correspondence in English and French, including drafting
• Helps to manage the calendar of the Regional Director and serves as a point of contact for external visitors to the Director’s office
• Contributes to the co-ordination of meetings, seminars, conferences, workshops etc. hosted by the Regional Office
• Maintains an up-to-date directory of key contacts for the Regional Office both with regard to the Headquarters city of Addis Ababa and in other parts of Africa where IDEA is active
• Assists the Director with arranging regular internal staff meetings at the Regional Office and produces the draft minutes of all such staff meetings
• Carries out the preparations for visitors to the Director’s office, including preparing and serving refreshments. Ensures that visitors have relevant information for their visit to the Director’s office
• In accordance with the existing Travel Policy, co-ordinates the travel programs, including cost control, travel requests and claims and other associated issues for the Director and other staff as appropriate
• Checks all incoming invoices that are related to projects, project advance requests etc. and keeps a close link with finance on all related issues
• Provides administrative support to the Director and other staff as appropriate.

Job Requirements:
• Minimum of five (5) years of experience in progressively responsible administrative work with high level contacts, or experience as a personal assistant
• High school diploma and preferably business and/or secretarial education with commensurate work-related experience; university background is considered a distinct advantage
• Fluency in English and French
• Experience of working in an international context, e.g. in an intergovernmental organization, considered an advantage
• Specialized skills or multiple skills developed through job-related training and considerable on-the-job experience
• Experience of running an executive office in a multi-cultural/international setting

 

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