DirecciónDeadline: February 25, 2024
Job Profile
The role entails efficiently coordinating and organizing all activities within the Director’s office for smooth daily business operations. It is focused on providing essential administrative and secretarial support to enhance the Unit and Director's workflow, along with diligent interaction with stakeholders when needed.
Duties and Responsibilities
Correspondence
- Receives, logs, reviews and distributes all incoming mail.
- Provides background information and files concerning correspondence and ensures that urgent/ important items are drawn to the Director's attention.
- Drafts correspondence in one or more languages, upon own initiative or on-the-job instructions received.
- Checks outgoing mail for accuracy, conformity with overall policies or instructions, and use of the correct communication channels.
Document preparation
- Prepares routine letters, memoranda, reports and similar documents following detailed instruction.
Project approval requirements
- Assists the Investment Managers with administrative duties relating to the preparation and submission of project approval documents, system related requirements and others duties required to support the project approval process
Business meetings/ events arrangement
- Arranges meetings, notifies participants of place, date, time, and subject.
- Takes minutes of the meeting and prepares draft records for the Director’s approval.
- Makes arrangements for duty travel (e.g., prepares travel authorizations, ensures that visas, vaccination certificates, etc., are in order) and completes the required forms.
Coordination
- Liaises, on behalf of the Director, with officers inside and outside the Department/ Unit, to give or obtain information.
- Assists the Director with the coordination of submissions in relation to budget, reports, documents, presentations and work programs.
- Ensures that the Director has all the relevant files needed for the Ministerial Council, Governing Board Meetings and Sub-Committees, as well as other high-level meetings, when necessary.
Performs other duties as required by the Director.
Qualifications and Experience
- A Bachelor’s degree in Business Administration, Finance, or a field related to the role.
- A minimum of 5 years of office support/assistance or administrative experience, preferably at least 3 years should have been in an international development institution.
- Proficiency in Microsoft Office suite, including Word, Excel and PowerPoint.
- Demonstrated knowledge and experience in the use of modern Enterprise Resources Planning (ERP) system’s finance and accounting modules (preferably SAP) is desirable.
- A knowledge of finance and economics is desirable.
- Fluent in English. Good working knowledge of Arabic, French or Spanish is an added advantage.
Competencies
- Effective Planning and Follow Up - The ability to set clear goals and priorities; skillfully organize tasks for efficiency; consistently follow through and deliver on commitments and plans.
- Ability to Work Under Pressure - The capacity to remain composed, focused and productive when facing tight deadlines, high-stakes situations and demanding workloads.
- Collaboration and Teamwork - The ability to effectively work with colleagues, stakeholders and partners to achieve shared goals.
- Customer Centricity - The ability to focus on comprehending and addressing customer needs; consistently deliver exceptional service and foster strong, lasting customer relationships.
- Communication - The ability to relay ideas, information and messages effectively and succinctly to a variety of audiences.
- Cross-Cultural Sensitivity - The ability to take into account the variety of the human experience and how it contributes to the workplace and to demonstrate respect for diverse cultures and viewpoints.
- Sense of Responsibility - The ability to demonstrate ownership and accountability in tasks and outcomes; uphold reliability and commitment to fulfilling responsibilities.
