Reporting to the Director of Zone, the Executive Assistant will render all the day-to-day administrative and programmatic support that may be necessary for the efficient running of the Office.
Managing the diaries and correspondences of the Director, the post holder will handle a wide range of contacts with stakeholders including National Societies, ICRC, government departments, and the international donor community.
The Executive Assistant role is supporting the executive, representation and coordination functions of the Director’s office. The main tasks are classified under Information Flow and Tracking Deadlines of tasks, Administrative Tasks, Event and Calendar Management and Managing Travel as follows:-
A. Information Flow and Tracking Deadlines:
Generally manage the information flow of the Director’s office and from the Zone team, Geneva, the Regional and Country offices, National Societies, ICRC and to the general public.
Ensure timely and accurate transmission and exchange of information, and follow up to ensure feedback is provided, necessary actions taken and deadlines met.
Identify and handle confidential/sensitive material professionally while protecting the interests of the Federation, and the Africa zone office.
Organize and maintain efficient information storage and retrieval systems that guarantees the correctness and integrity of records as well as ease of cross-referencing with well defined levels of access.
B. Administrative Tasks
Coordinate the Head of the Director’s requirements for meetings and arrange meetings, prepare notices and minutes and take notes as necessary.
Review all outgoing correspondence prepared for the Director; edit as appropriate to ensure correct spelling, grammar, and formatting style. In addition, draft standard administrative correspondence, complete forms for administrative actions and keep records of actions taken. Also format documents and prepare power point presentations, tables and charts as may become necessary.
Schedule briefings and debriefings of Secretariat, PNS and ICRC representatives with relevant regional departments and National Societies as appropriate.
C. Event and Calendar Management
Manage the Director’s calendar, coordinate and adjust itineraries and schedules, and confirm appointments, and meetings as necessary.
D. Managing Travel
Organize the Director’s travel and related logistics (hotel, per diem etc.) as well as that of external guests as appropriate.
Visa applications to be done timeously and ensure efficient follow up.
Prepare meeting pack‘s with relevant documentation including ticket, letter of invitation, accommodation booking, security regulations.
Qualifications
Bachelor’s degree in Office Administration, Social Sciences, Secretarial Studies or any other relevant fields.
Experience
5 years or more experience in secretarial services, programme management, public relations and general administration. Experience within a RC National Society and/or the Federation Secretariat A good understanding of the Red Cross business, and of regional operations and structures Experience in customer service operations, and in protocol.
Languages: Fluency in English
How to apply:
Applications indicating how your experience matches the position requirements and a curriculum vitae (in word text format) including current salary, contact details (day telephone, mobile and email) and details of three references one of which should be a penultimate employer should be submitted to: zonehr.africa@ifrc.org not later than 9th March 2012.
Only shortlisted candidates will be contacted.
You will respect and act in line with our Fundamental values and competencies. The values of the Secretariat are built on the Red Cross and Red Crescent Fundamental Principles, respect for diversity, and integrity in all we do.
The core competencies set the standard for all Secretariat staff. We expect our people to be accountable, placing primary focus on building NS relations, having the technical skills to get results and working effectively in teams sharing knowledge and best practices through good communication skills.
Managing the diaries and correspondences of the Director, the post holder will handle a wide range of contacts with stakeholders including National Societies, ICRC, government departments, and the international donor community.
The Executive Assistant role is supporting the executive, representation and coordination functions of the Director’s office. The main tasks are classified under Information Flow and Tracking Deadlines of tasks, Administrative Tasks, Event and Calendar Management and Managing Travel as follows:-
A. Information Flow and Tracking Deadlines:
Generally manage the information flow of the Director’s office and from the Zone team, Geneva, the Regional and Country offices, National Societies, ICRC and to the general public.
Ensure timely and accurate transmission and exchange of information, and follow up to ensure feedback is provided, necessary actions taken and deadlines met.
Identify and handle confidential/sensitive material professionally while protecting the interests of the Federation, and the Africa zone office.
Organize and maintain efficient information storage and retrieval systems that guarantees the correctness and integrity of records as well as ease of cross-referencing with well defined levels of access.
B. Administrative Tasks
Coordinate the Head of the Director’s requirements for meetings and arrange meetings, prepare notices and minutes and take notes as necessary.
Review all outgoing correspondence prepared for the Director; edit as appropriate to ensure correct spelling, grammar, and formatting style. In addition, draft standard administrative correspondence, complete forms for administrative actions and keep records of actions taken. Also format documents and prepare power point presentations, tables and charts as may become necessary.
Schedule briefings and debriefings of Secretariat, PNS and ICRC representatives with relevant regional departments and National Societies as appropriate.
C. Event and Calendar Management
Manage the Director’s calendar, coordinate and adjust itineraries and schedules, and confirm appointments, and meetings as necessary.
D. Managing Travel
Organize the Director’s travel and related logistics (hotel, per diem etc.) as well as that of external guests as appropriate.
Visa applications to be done timeously and ensure efficient follow up.
Prepare meeting pack‘s with relevant documentation including ticket, letter of invitation, accommodation booking, security regulations.
Qualifications
Bachelor’s degree in Office Administration, Social Sciences, Secretarial Studies or any other relevant fields.
Experience
5 years or more experience in secretarial services, programme management, public relations and general administration. Experience within a RC National Society and/or the Federation Secretariat A good understanding of the Red Cross business, and of regional operations and structures Experience in customer service operations, and in protocol.
Languages: Fluency in English
How to apply:
Applications indicating how your experience matches the position requirements and a curriculum vitae (in word text format) including current salary, contact details (day telephone, mobile and email) and details of three references one of which should be a penultimate employer should be submitted to: zonehr.africa@ifrc.org not later than 9th March 2012.
Only shortlisted candidates will be contacted.
You will respect and act in line with our Fundamental values and competencies. The values of the Secretariat are built on the Red Cross and Red Crescent Fundamental Principles, respect for diversity, and integrity in all we do.
The core competencies set the standard for all Secretariat staff. We expect our people to be accountable, placing primary focus on building NS relations, having the technical skills to get results and working effectively in teams sharing knowledge and best practices through good communication skills.