Administrative Assistant at The OPEC Fund for International Development

Location: Austria

Job Profile

• The Administrative Assistant is responsible for providing secretarial/clerical services to the Director and performs administrative duties relevant to the Director responsibilities, 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 supervisor's attention.
• Drafts correspondence in one or more languages, upon own initiative or on-the-job instructions received.
• Checks outgoing mail for accuracy, conformity with overall policies or instructions, and use of the correct communication channels.

Document preparation:

• Prepares routine letters, memoranda, reports and similar documents following detailed instruction.

Business meetings/ events arrangement:

• Arranges meetings, notifies participants of place, date, time, and subject.
• Takes minutes of the meeting and prepares draft records for the Director approval.
• Makes arrangements for duty travel, prepares travel authorizations, ensures that visas, vaccination certificates, etc., are in order and completes the required forms.

Coordination:

• Liaises, on behalf of the Director, with officers inside and outside the Department/ Unit, to give or obtain information.
• Assists the Director with the coordination of submissions in relation to budget, reports, documents, presentations and work programs.
• Ensures that the Director has all the relevant files needed for the Ministerial Council, Governing Board Meetings and Sub-Committees, as well as other high-level meetings, when necessary.

Qualifications and Experience

• Bachelor's Degree in relevant field.
• A minimum of 5 years of relevant professional experience.
• Preferably at least three years in an international development institution.

Competencies:

• Extensive knowledge in the usage of office technologies, such as Microsoft Office applications (Word, Excel, PowerPoint, etc.), intra/internet as well as on-line database management.
• Excellent verbal and written communication skills.
• Fluent in English and good German proficiency. French, Arabic, or Spanish is an added advantage.
• Ability to work independently with minimum supervision and guidance.
• Good interpersonal, organizational and time management skills.