The International Federation of Red Cross and Red Crescent Societies is the world's largest humanitarian network and is guided by seven Fundamental Principles: Humanity, impartiality, neutrality, independence, voluntary service, universality and unity.
We are recruiting to fill the position below:
Job Title: Executive Assistant
Job Number: S02988
Location: Abuja, Nigeria
Contract Type: Employee
Duration: 12
Accompanied Status: N/A
Grade: To be determined
Job Purpose
- Reporting to the Head of Delegation for the Abuja Country Cluster and supporting the Operations Coordinator, the role of the Executive Assistant is to support their administrative and coordination functions.
- The Executive Assistant will handle a wide range of contacts with stakeholders including national societies, ICRC, Government departments, and the international donor community.
Job Duties and Responsibilities
Administration:
- Managing the day-to-day operational and administrative activities of the Head of Delegation/Operations Coordinator by prioritizing incoming requests, maintaining the Head of Delegation’s diary, and paperwork, and following up to ensure timely responses.
- Review all outgoing correspondence prepared for the Head of Delegation, edit as appropriate to ensure correct spelling, grammar, and formatting style in addition, to drafting standard administrative correspondence.
- Schedule briefings and debriefings of the secretariat, PNS, and ICRC representatives with relevant regional departments and National Societies (NSs) as appropriate.
- Maintaining an in-depth knowledge of the delegation operations, responding and/or re-routing general requests for information, screening correspondence, issuing acknowledgments, replying to inquiries as appropriate, and drafting correspondence on behalf of the Head of Delegation/Operations Coordinator.
- Following up on actions required by the Head of Delegation/Operations Coordinator, filing documents, and maintaining the relevant files.
- Take minutes of staff meetings and all meetings with the internal and external stakeholders.
- Create and maintain a yearly event matrix.
- Reconcile and allocate working advances for the Head of Delegation/Operations Coordinator. Follow up with finance to ensure that the working advance has been cleared.
- Prepare and manage office running budgets under the Head of Delegation.
Information Management:
- Manage the information flow of the Head of Delegation’s Office, Geneva, Regional and Country Offices, National Societies, ICRC, and to the public.
- Ensure timely and accurate transmission of information and follow-up to ensure feedback is provided, necessary action is taken and deadlines are met.
- Identify and handle confidential/sensitive material professionally while protecting the interest of the federation and the Delegation.
- Organize and maintain efficient information storage and retrieval systems that guarantee the correctness and integrity of records as well as ease of cross-referencing with well-defined levels of access.
- Liaise with internal and external contacts/stakeholders to promote a good and positive image of the federation through information exchange and professional feedback.
Calendar and Events Management:
- Coordinating administrative and logistical arrangements for visitors, including arranging appointments for the Head of Delegation/Operations Coordinator, compiling and providing information or relevant materials required, and updating information regarding the Head of Delegation’s/Operations Coordinator’s planned travel and meetings.
- Making necessary arrangements for delegation meetings, workshops, and conferences-arranging for venues, booking rooms, drafting and sharing agendas, compiling and distributing background documentation.
- Demonstrating flexibility in undertaking special assignments e.g. events, and other activities as assigned. Contributing to team effort by accomplishing related results as needed.
- Organize/coordinate events such as retreats, off-site meetings, and official events ensuring that the required logistics are provided for by the administration and logistics unit.
Protocol:
- To take overall responsibility for protocol matters.
- To prepare and coordinate visits, events, meetings, and ceremonies for the Head of Delegation/ Operations Coordinator.
- Liaise with, welcome, and arrange meetings with guests of the Head of Delegation/Operations Coordinator.
- Plan and organize official events, such as conferences, retreats, and other special activities for the Head of Delegation/Operations Coordinator.
Travel Management:
- Working closely with the travel unit in organizing the Head of Delegation’s/Operations Coordinator’s travel and related logistics (hotel, per diem) as well as that of external guests.
- Visa application to be done on time and ensure efficient follow-up.
- Prepare meeting pack with relevant documentation including ticket, letter of invitation, accommodation booking, and security regulations.
- Share travel information with relevant people.
- Share information with delegation staff.
Requirements
Education:
- University Degree in a relevant field.
Experience:
- 2-4 years of relevant experience
- Experience in workshop planning and organization.
- Experience in an administrative/coordination role.
- Experience in managing workflow
Knowledge, Skills and Languages
Required:
- Excellent computer skills. (e.g. Microsoft Outlook, Word, Excel, Adobe Acrobat).
- Experience in office management principles and procedures
- Experience in problem identification and solution.
- Excellent verbal and written communication skills in English
- Discrete and diplomatic behavior
- Knowledge and commitment to Red Cross Red Crescent Fundamental Principles, and ability to model those Principles in relationships with colleagues and partners and translate them to development practice.
- Fluency in written and spoken English.
Preferred:
- Good command of another IFRC official language (French)
Competencies, Values and Comments:
- Values: Professionalism, Respect for diversity; Integrity; Accountability
- Core competencies: Proactive outreach and innovative creativity; Communication; Collaboration and teamwork; Judgement and decision making; National Society and customer relations.
Application Closing Date
27th February, 2023.
https://www.hotnigerianjobs.com/hotjobs/503546/executive-assistant-at-the-international-federatio.html