Job Purpose – Key Responsibilities and Accountabilities
The Executive Co-ordinator’s role provides administration support to the Executive Director by preparing all travel related administration, to include booking travel, accommodation, organising visas, ground transport and a detailed itinerary. The EC also prepares all the ED’s expense claims and credit card reconciliations.
Making itineraries of the OIED’S agenda when travelling, involving arranging all travel logistics, flights, accommodation, visas and associated items for the Executive director. This is a prime responsibility of the role since the Executive Director travels extensively. It requires meticulous attention to detail, timely delivery, advanced administrative systems and a robust pending system to manage the constant work load.
Access to the OIED’s diary in order to ensure logistical plans are set up well in advance. Adding items to the OIED’s diary when required by the Executive Assistant.
Providing personal support to the Executive Director on a regular basis
Ensuring the OIED has access to all relevant documents for management and board meetings
Processing the Executive Director’s expenses. Creating invoices for external organisations and processing payment authorisations and confederations expenses submitted for the Executive Director’s sign-off
When required by the Executive Assistant, undertaking a range of tasks including; formatting letters for OIED and responding to e-mails and enquiries
Covering the duties of the Executive Assistant when she is away, this involves, maintenance of the Executive Director’s diary, responding to internal and external requests, proactively scheduling appointments
Taking appropriate measures to ensure travel and logistics are kept to a cost and appropriateness which is consistent with Oxfam’s external image
Keeping apprised of and navigating sensitive, high-level, geo-political and confederation-wide situations with tact and diplomacy
Drafting the EO contribution to the Secretariat newsletter
Keeping secure and confidential files on behalf of the OIED and OI Chair, including personal information and high-level correspondence
When required, filming and editing video interviews given by OIED to camera
Dealing with calls from external stakeholders to Oxfam as part of the OI phone pool
Member of the OIED Support Team
Member of the Business Support Team
Key Working Relationships
Executive Office team.
OI Secretariat staff.
Affiliate directorates assistants
Business Support Team
OIED Support Team.
External organizations.
Technical Skills, Experience & Knowledge
Administrative
Excellent organizational and administrative skills, including an ability to effectively prioritize tasks where judgement is key.
Ability to take the initiative and organize work pro-actively.
Ability to work in a changing environment involving high pressure at times.
Able to work effectively as part of a team.
Good analytical and problem solving skills.
Good time management skills.
Numeracy skills.
Attention to detail.
Experience in coordinating small projects.
Ability to manage a combination of time pressure, and a depth of preparation and complexity around scheduling (particularly regarding travel).
Able to work in a structured manner towards agreed deadlines.
Computer literate: highly proficient in the use of word processing software (MS Word), presentation software (MS PowerPoint), spreadsheet software (MS Excel), database software (MS Access), email and internet.
Communication
Ability to liaise with a wide range of people at a variety of levels, both internally and externally and with credibility, tact and diplomacy, and build strong working relationships.
Excellent written, verbal, interpersonal and negotiation skills with an ability to adapt style of communication to suit the relevant audience (e.g. sensitivity to certain cultures; drafting high level communications).
Fluent spoken and written English.
Desirable
Knowledge of French and/or Spanish
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