Executive Assistant at Islamic Relief

Reporting to

Regional Director

Contract Duration:

12 Months with possible extension

Job Summary

The Executive Assistant provides a high level of support to the Regional Director. S/he will act as the first point of contact for the Director, compiles high level reports; receiving and responding to the clients and treating all information with high level of confidentiality.

The position demands for a candidate with high-ranking set of Managing high level tasks attached to tough deadlines.

KEY WORKING RELATIONSHIPS

1. Office of the Chief Executive Officer; International Programmes Division, Finance Division, HROD Division; Regional Office departments; Country Directors
2. Externally serves a point of contact for correspondences with donors and partners

KEY ACCOUNTABILITIES

1. Support the Office of the Regional Director in organizing regular and ad-hoc meetings; preparation of minutes and summaries of actions to be taken
2. Tracking of progress on agreed issues; follow-up with Country Directors, Regional Departmental Heads or Focal points on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to the Regional Director.
3. Screening and reviewing of all incoming communications, draft and filter outgoing correspondence for the Regional Director’s signature and clearance.
4. Adherence to appropriate protocol and correspondence guidelines when communicating with partners.
5. Maintain records and track the status of the Regional Director’s action items, including his/her calendar.
6. Organize and maintain the Office of the Regional Director, ensuring safekeeping of confidential materials. Contribution to development and use of automated filing /archiving systems, logging and tracking systems, and mail and contact listing.
7. Provide administrative support by conducting research, handling information requests, and performing administrative functions such as preparing correspondences and receiving visitors; arranging conference calls; and scheduling meetings.
8. Prepare for the visits of high delegations including IRW CEO, Board of Directors, International Programs Department Director, donors and other dignitaries.
9. Select and compile background and briefing materials for meetings, travel, conferences and fundraising for the senior management team.
10. Liaise regularly with staff in other departments, field offices, IR in other countries and external contacts to ensure effective information flow and timely actions.
11. Undertake speedy processing, safe storage and retrieval of information and documents.
12. Follow up on performance indicators/success criteria, targets and milestones, preparation of reports 
13. Perform any other duties reasonably assigned by the supervisor.

Required skills and qualifications:

1. A University Degree in Public Relations, International Relations or related discipline.
2. Analysis of numerical, verbal and other data from diverse sources.
3. Minimum of 5 years’ experience in an International NGO, or UN working as a senior executive or as a Senior Secretary in a busy department.
4. Detailed knowledge and technical expertise in Office Management.
5. Good working knowledge of MS Office packages
6. High competence in handling situations with tact and diplomacy.
7. Keeps the highest standards of confidentiality and loyalty towards the Regional Director office.
8. Excellent oral and written communication skills.
9. Excellent self-organization and time management skills.
10. Ability to work flexible hours and multitask when necessary.
11. Ability to summarize and draft complex reports and good reports writing skills.
12. Sound practical exposure to Project Management would be an added advantage.
13.  Excellent interpersonal and communication skills in a cross-cultural environment