Executive Assistant To The Director

Position Title:     Executive Assistant to the Director of Zone Reporting To:     Director of Zone Purpose:        The Assistant is responsible for providing administrative and secretarial support to the Director of Zone to ensure smooth and efficient running of the Director’s office.   Specific Duties, Responsibilities and Accountabilities:   Office Management Be responsible for managing the files and calendars for the Director of Zone. If asked, manage the emails of the Director of Zone. Draft letters, presentations and reports for DoZ as needed and manage their distribution in close coordination with the administration team.   Administrative In coordination with administration team, support or contribute in managing the relations with governments, diplomatic corps, UN agencies and other Non-Governmental Organizations.. Be responsible for managing the appointments for DoZ.   Make sure that stationeries and other office supplies are available for the DoZ office.   Visitors/meetings/travel Attend and take minutes of the meetings as required. Be responsible for visitors’ service for visitors coming to meet DoZ as needed Be responsible for organizing the paper works for the travel for DoZ, including mission request forms, tickets, reimbursement of the expenses etc. in coordination with the administration team. Coordinate travel arrangements for DoZ as requested includes organisation of airtickets and visas. Assist in the administrative / logistical arrangements for regional workshops / meetings organised by the DoZ. Organise printing of documents (for example promotional documents) for the DoZ, including getting quotes for production costs etc (in liaison with Administration), and make photocopies of documents for training courses, workshops, meetings and briefings, when needed.   Ad Hoc matters: To be able to do ad hoc jobs i.e. supporting the MENA Senior Management Team in their work, when required. Any other tasks within the competence of the staff as may be assigned by the DoZ.   Qualifications/experience/skills required:   Good mental and physical health;   Degree or Diploma in Secretarial/Business/Social Science Studies   Relevant qualification or professional experience in administration & secretarial work; Good interpersonal skills; self-supporting in computers (windows, spreadsheets, word-processing); Good command of Arabic, English and French Languages (spoken and written), Committed to work long hours, Able to work in stressful situations, Able to work in multi-cultural environment, Experience in dealing with government officials and diplomatic community preferred, Independent, pro-active and highly organized. Well-groomed individual with professional appearance   Experience of working for a humanitarian aid organisation 5 years’ experience in an administrative or secretarial role, with sound skills in typing, filing, communication technology and office systems Willing and able to work within established policies & procedures Ability to maintain the highest levels of confidentiality High degree of competence in teamwork; integrity & personal conduct; sensitivity to diversity; flexibility & adaptability; initiative & direction; interpersonal skills; resilience   High degree of competence in communication; networking; and self-management                           The functions may vary due to operational requirements.