Executive Officer, Regional Directors Office - Bilingual at International Planned Parenthood Federation (IPPF)

JOB PURPOSE

• To provide efficient and high quality administrative support to the Regional Directors Office (RDO)
• To ensure that Regional Directors office is responsive to the needs all stallholders and partners.
• To take the initiative and organize work pro-actively, ability to work under high pressure at times and ability to work effectively as part of a team at the Africa Regional Office.

KEY TASKS

• Provide administrative support to Regional Director’s Office
• Support the RDO Liaison to co-ordinate, monitor and make travel and logistical arrangements for the RD and EXCO members
• Improving the effectiveness and efficiency of the RDO by maintaining a proper filing
• Manage the RDO calendar/email account; including coordination of meetings, urgent matters, priorities and ensuring the RDO is well prepared for meetings
• In close collaboration with RDO Liaison, provide logistical and administrative support for the organization of board meetings seminars, workshops, conferences, and sessions organized by the Regional Directors
• Plan all meetings and manage all travel arrangements and itineraries (including air, hotel, car, special accommodations)
• Coordinate timely communication in response to requests, issues, questions and other correspondence needs in the Regional Director Office
• Organize and document all information needed for daily operations and tasks for RDO
• Maintain strict confidentiality and interact professionally with all levels of management, staff and other partners
• Management and organisation of Regional Directors office, including all office expenses to support raise the necessary request for purchase requisitions for the unit
• Assist RDO Liaison to prepare documentation to support RD office and its functions and to meet deadlines in processing RDO correspondence. Monitors incoming mail and forward to respective deparments/units
• Assist RDO Liaison to prepare briefing information for the RD and work closely with departmental colleagues as appropriate
• Assist the RDO Liaison, to develop, coordinate and implement the Regional Director’s programme budget as well as the regional governance activities and budget
• Managing the Regional Directors leave application ensuring sign off by the Director General
• Support the RDO Liaison to oversee the Regional Directors Office budget

EDUCATION & QUALIFICATIONS

• Master’s in Business Administration or related field
• Post graduate diploma in secretarial studies will be an added advantage
• Excellent knowledge of office administration in a busy office

PROFESSIONAL EXPERIENCE

Minimum 5 years’ experience as Executive/ personal assistant at a senior level.

SKILLS

• Leadership and management
• Outstanding interpersonal skills– articulate, tactful and diplomatic. Flexible, team player
• Excellent writing, verbal, interpersonal and negotiation
• Excellent time management to meet tight deadlines
• Excellent Administrative and office management- Minuting meetings
• Strategic thinking and judgement
• Advanced level IT skills – Word, Excel and PowerPoint
• Public relations
• Ability to multitask
• Perfect bilingual - Fluency in written/spoken English and French is a must.