Executive Assistant at the OPEC Fund for International Development

The OPEC Fund for International Development is a multilateral development finance institution established in 1976. Our 12 Member Countries are:  Algeria, Ecuador, Gabon, Indonesia, the Islamic Republic of Iran, Iraq, Kuwait, Libya, Nigeria, Saudi Arabia, the United Arab Emirates, and the Bolivarian Republic of Venezuela.

We are recruiting to fill the position below:

Job Title: Executive Assistant

Location: Austria
Employment type: Fixed Term Contract
Job Category: Administrative
Department / Unit: Office of the President
Grade Level: D

Job Profile

• The Executive Assistant is responsible for providing secretarial/clerical services to the Office of the President, performs auxiliary administrative duties relevant to the supervisor's responsibilities and coordinates overall Office activities, within overall policies or instructions.

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 (Office of the) President’s attention.
• Drafts correspondence in one or more languages, upon own initiative or on-the-job instructions received, for the signature of the President.
• Checks outgoing mail for accuracy, conformity with overall policies or instructions, and use of the correct communication channels.

Business meetings / events arrangement:

• Receives officials and other visitors to the Office of the President and arranges meetings, notifies participants of place, date, time, and subject.
• Makes arrangements for duty travel, prepares travel authorizations, ensures that visas, vaccination certificates, etc., are in order and completes the required forms.
• Takes minutes of meeting and prepares draft records for the President’s approval.
• Manages the (Office of the) President calendar and assists and advises the Office on a variety of administrative and logistical matters.

Coordination:

• Assists the (Office of the) President with the coordination of submissions in relation to budget and work programs.
• Adheres to deadlines and coordinates correspondence, reporting and submissions to Ministerial Council, Governing Board and committees chaired by the (Office of the) President.
• Ensures that the (Office of the) President has all the relevant files needed for the Ministerial Council and Governing Board Meetings, as well as other high-level meetings, when necessary.
• Coordinates overall department activities with other assistants within other departments.
• Coordinates logistical arrangements of workshops and trainings.

Document management:

• Designs and maintains accurate and effective physical and electronic filing system.
• Performs other duties as required by the (Office of the) President.

Qualifications and Experience

• Bachelor’s Degree in Business Administration or a related field.
• A minimum of ten (10) years relevant professional experience, preferably at least three (3) years at a responsible level in an international environment and/or international financial institution.
• 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 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.
• Communication - The ability to relay ideas, information and messages effectively and succinctly to a variety of audiences.
• Customer Centricity  - The ability to focus on comprehending and addressing customer needs; consistently deliver exceptional service and foster strong, lasting customer relationships.

Application Closing Date
1st May, 2024.