Executive assistant

Responsibilities

The position holder is responsible for

maintaining good communication flow between the programmes and admin team and the cluster coordinator

preparing and organizing information materials for meetings

managing and updating calendar and appointments

ensuring that tasks are carried out smoothly within the assigned area of responsibility

performing all daily duties in the assigned area of responsibility

liaising with customers in a service-oriented manner on behalf of the country office

maintaining a helpful attitude to customers, ensuring that the office creates a professional impression

 

Job description will be further amended throughout the contract period.

 

In this context, the position holder fulfils the following tasks:

Tasks

Secretariat work and administration services

The position holder

coordinates the Cluster Coordinator daily schedule, including transportation and provides personal assistance per request

supports the Cluster Coordinator in travel arrangements, hotel reservations and travel settlements sheets

answers, reviews, forwards and/or takes calls

replies and looks after correspondence

photocopies and scans documents as needed

participates in internal and external (team) meetings and workshops and assists with documentation

manages and updates calendar and appointments

translates and interprets when needed (Arabic/English)

organizes events for regional projects with no admin staff in the country when needed in coordination with PR Officer

prepares info-kits for visitors in coordination with PR Officer

assists in the arrangements for general team building measures

coordinates and assists in preparation of visitor/ mission programmes and schedules and visitor’s plans.

 

Other duties

The position holder

performs other duties and tasks at the request of management

regularly checks  the changes in GIZ Orientation and  Regulations Tool (O+R) in relation to field of work

reports all problems and failure of compliance without delay to direct superior

 

 

 

C.   Required qualifications, competences and experience

Formal Education

University Degree, in public administration, business executive certification, communication and public affairs, languages, translations or similar

Professional Experience

at least 3 years of professional experience in similar position, preferably in development cooperation or international organization

broad experience in administration

broad experience in supporting missions, scheduling, appointment, customer services, internal communication

experience in handling travel arrangements, including hotel and lodging, preparation of meetings/workshop and events

Other Knowledge, additional competences

excellent communication and cooperation skills

outgoing, constructive, positive attitude

team player/ability to cooperate with others

dedication/commitment, reliable

ability to perform well under pressure

good working knowledge of ICT technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office)

language skills: Fluent spoken and written skills in English, Arabic, German Language is a plus

 ability to cope with dynamic situation of cooperation system in development field

 experience and ability to deal with unexpected challenges