Executive Assistant

    Position Description Position Title:     Executive Assistant to the Head of Operations Reporting To:     Head of Operations  (HoOPs) Purpose:        The Assistant is responsible for providing secretarial support and office co-ordination for the Regional Representative as required, including handling of confidential or sensitive information. Works closely with all staff and co-ordinates activities to ensure proper office coverage. Specific Duties, Responsibilities and Accountabilities:  Office Management Be responsible for managing the files and calendars for the Head of Operations. Manage the emails of the Head of Operations. Draft letters, presentations and reports for HoOPs 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. Develop presentations in PowerPoint and other softwares for external relations in cooperation with the External Relation Unit.(partnering National Societies) Make sure that stationeries and other office supplies are available for the HoOPs office. Receives and screens communications to the RR including telephone calls and e-mail messages and provide assistance using independent judgement to determine those that require priority attention; prioritise, channel and facilitate communication between programs heads (DM, Logistics, Health, etc.) Follow up Oversee travel and accommodation arrangements for the HoOPs, in liaison with the receptionist.  Visitors/meetings/travel Attend and take minutes of the meetings as required. Be responsible for visitors’ service coming to meet HoOPs as needed Coordinate travel arrangements for HoOPs as requested includes organization of air tickets and visas. Assist in the administrative / logistical arrangements for regional workshops / meetings organized by the HoOPs. Organize printing of documents (for example promotional documents) for the HoOPs, 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 Programs Coordinators work when required. Any other tasks within the competence of the staff as may be assigned by the HoOPs.   Required Skills: -          Good mental and physical health -          Good interpersonal skills -          High level of attention to detail -          Able to work in stressful situations, -          Able to work in multi-cultural environment -          Independent, pro-active and highly organized -          Self-supporting in computers (windows, spreadsheets, word-processing, power point) -          Experience in filing and archiving in large organizations -          Advanced verbal and written communication skills -          Experience in dealing with government officials and diplomatic community preferred   Required Qualifications and experience:  -          University Degree in Business/Social Science Studies -          5 years relevant professional experience in administration & secretarial work; at least 3 years in a secretarial executive role   Languages:  -          Good command of Arabic, English and French Languages (spoken and written)