JOB PURPOSE
To provide efficient and high quality administrative support to the Regional Directors Office (RDO)
To ensure that Regional Directors office is responsive to the needs all stallholders and partners.
To take the initiative and organize work pro-actively, ability to work under high pressure at times and ability to work effectively as part of a team at the Africa Regional Office.
KEY TASKS
Provide administrative support to Regional Director’s Office
Support the RDO Liaison to co-ordinate, monitor and make travel and logistical arrangements for the RD and EXCO members
Improving the effectiveness and efficiency of the RDO by maintaining a proper filing
Manage the RDO calendar/email account; including coordination of meetings, urgent matters, priorities and ensuring the RDO is well prepared for meetings
In close collaboration with RDO Liaison, provide logistical and administrative support for the organization of board meetings seminars, workshops, conferences, and sessions organized by the Regional Directors
Plan all meetings and manage all travel arrangements and itineraries (including air, hotel, car, special accommodations)
Coordinate timely communication in response to requests, issues, questions and other correspondence needs in the Regional Director Office
Organize and document all information needed for daily operations and tasks for RDO
Maintain strict confidentiality and interact professionally with all levels of management, staff and other partners
Management and organisation of Regional Directors office, including all office expenses to support raise the necessary request for purchase requisitions for the unit
Assist RDO Liaison to prepare documentation to support RD office and its functions and to meet deadlines in processing RDO correspondence. Monitors incoming mail and forward to respective deparments/units
Assist RDO Liaison to prepare briefing information for the RD and work closely with departmental colleagues as appropriate
Assist the RDO Liaison, to develop, coordinate and implement the Regional Director’s programme budget as well as the regional governance activities and budget
Managing the Regional Directors leave application ensuring sign off by the Director General
Support the RDO Liaison to oversee the Regional Directors Office budget
EDUCATION & QUALIFICATIONS
Master’s in Business Administration or related field
Post graduate diploma in secretarial studies will be an added advantage
Excellent knowledge of office administration in a busy office
PROFESSIONAL EXPERIENCE
Minimum 5 years’ experience as Executive/ personal assistant at a senior level.
SKILLS
Leadership and management
Outstanding interpersonal skills– articulate, tactful and diplomatic. Flexible, team player
Excellent writing, verbal, interpersonal and negotiation
Excellent time management to meet tight deadlines
Excellent Administrative and office management- Minuting meetings
Strategic thinking and judgement
Advanced level IT skills – Word, Excel and PowerPoint
Public relations
Ability to multitask
Perfect bilingual – Fluency in written/spoken English and French is a must.
