Senior Executive Assistant to the Deputy Regional Director

The Executive Assistant is responsible for providing secretarial support and office coordination 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

1. Be responsible for managing the files and calendars for the Deputy Regional Director;
2. Manage the emails of the Deputy Regional Director;
3. Draft letters, presentations and reports to the Deputy Regional Director as needed and manage their distribution in close coordination with the administration team;
4. Be the focal point between the Federation, the HNS and the PNSs on specific topics and as advised by the Deputy Regional Director;
5. Organize and plan the visit of the PNSs to the MENA Regional office in close coordination with the administration; Draft the program of the visit including group and individual meetings as well as field trips with the HNS under the direction of the Deputy Regional

Administrative

1. Liaise with the administration team where required. This includes linkages with external agencies such as governments, diplomatic corps, UN agencies and other Non-Governmental Organizations as directed by line manager;
2. Develop presentations in PowerPoint and other software for external relations in cooperation with the External Relation Unit.(partner National Societies);
3. Make sure that stationery and other office supplies are available for the Deputy Regional Director’s office;
4. Receive and screen communications to the RR including telephone calls and e-mail messages and provide assistance using independent judgment to determine those that require priority attention; prioritize, channel and facilitate communication between programs heads (DM, Logistics, Health, etc.);
5. Follow up Oversee travel and accommodation arrangements for the Deputy Regional Director, in liaison with the receptionist;
6. Help in the process of e-contracts i.e. support and contribute in posting the contracts online, following up on the review and approval process;
7. A link in with the HR and support in preparing the extension request form for staff, as well as the JDs under the direction of the Deputy Regional Director.

Visitors/meetings/travel

• Attend and take minutes of the meetings as required;
• Be responsible for visitors’ service coming to meet the Deputy Regional Director as needed;
• Coordinate travel arrangements for the Deputy Regional Director as requested includes organization of air tickets and visas;
• Assist in the administrative/logistical arrangements for regional workshops/meetings organized by the Deputy Regional Director;
• Organize printing of documents (for example promotional documents) for the Deputy Regional Director, 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

Hoc matters:

1. To be able to do ad hoc jobs i.e. supporting the Heads of Department, as per Deputy request and agreement.
2. Any other tasks within the competence of the staff as may be assigned by the Deputy Regional Director.

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, powerpoint)
• Experience in filing and archiving in large organizations
• Advanced verbal and written communication skills
• Experience in dealing with government officials and diplomatic community preferred