Executive Assistant to the Director General at World Agroforestry Centre (ICRAF)

Overview

• The Executive Assistant to the Director General of CIFOR-ICRAF operates with a high degree of trust and confidentiality to provide effective and efficient support to the CEO/Director General of ICRAF and the running of the Office of the Director General.

Summary of responsibilities

Strategic Calendar Management:

• Proactively manage the Director General's calendar, prioritizing and scheduling appointments, meetings, and travel arrangements to optimize the DIRECTOR GENERAL's time, ensuring a strategic allocation of resources to high-impact activities.
• Oversee the receipt and response to Director-General’s official invitations.

Effective Communication and Liaison:

• Act as focal point for matters affecting the Office of the Director General, including liaising with the Corporate Secretary, internal units, and external partners on protocol and administrative matters.
• Draft and prepare correspondence and communication material, including internal communiques and letters in coordination with the Chief of Staff and COE.

Strategic Task Prioritization and Follow-up:

• Prioritize tasks, follow up on action items, and manage deadlines, in collaboration with the Chief of Staff, to ensure smooth progress on projects and initiatives which optimize the Director General's workflow and decision-making.
• Carry out quality control functions for outgoing documents; proofread and edit texts for adherence to format, grammar, punctuation, and style.

Comprehensive Meeting Preparation and Facilitation:

• Prepare thorough briefing materials, agendas, and minutes for executive meetings to ensure seamless facilitation, information flow and decision-making.
• Facilitate the development of streamlined processes and document management to optimize communication across the Director General and with key internal units, such as COE, RMU, and senior leadership.
• Attend meetings and calls on behalf of the Director General in her absence as requested.

Efficient Travel Coordination:

• Coordinate complex domestic and international travel arrangements, accommodations, and itineraries to optimize the Director General's travel, minimizing disruptions and ensuring efficient use of time.

Requirements

• A relevant university degree, or equivalent qualifications and experience.
• At least 3 years of professional experience relevant to the above tasks in an international working environment.
• Excellent and demonstrated command of English, both written and spoken, is required; knowledge of French and/or Spanish is an advantage.
• Strong computer skills in Microsoft Office.

Personal attributes and competencies:

• Important personal qualities include personal maturity, high level of integrity, diplomacy, good judgement, and strong commitment to confidentiality as well as accuracy, proactivity, ability to work independently in a structured way managing multiple priorities. Readiness to voice suggestions how to change/improve processes.
• High degree of service orientation, courtesy, tact, discretion, ability to collaborate with different professional categories and people of different national and cultural backgrounds and flexibility to respond to changing requirements.
• Good communication skills.
• Ability to travel, if necessary.