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  • Posted: Aug 12, 2022
    Deadline: Not specified
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  • The OPEC Fund for International Development is a development finance institution established by the member countries of OPEC in 1976 as a channel of aid to other developing countries.
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    Executive Assistant

    Job Profile

    • The Executive Assistant is responsible for providing secretarial/clerical services to the Office of the Director-General, 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) Director-General’s attention.
    • Drafts correspondence in one or more languages, upon own initiative or on-the-job instructions received, for the signature of the Director-General.
    • 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 Director-General 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 the meeting and prepares draft records for the Director-General’s approval.
    • Manages the (Office of the) Director-General calendar and assists and advises the Office on a variety of administrative and logistical matters.

    Coordination:

    • Assists the (Office of the) Director-General 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) Director-General.
    • Ensures that the (Office of the) Director-General 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) Director-General.

    Qualifications and Experience

    • A Bachelor’s Degree in a relevant field.
    • A minimum of 10 years of professional experience in a relevant field. 
    • Preferably at least three years at a responsible level in a large organization, preferably international in nature.
    • Fluent in English and good German proficiency. French, Arabic, or Spanish is an added advantage.

    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.
    • Ability to work independently with minimum supervision and guidance.
    • Good interpersonal, organizational and time management skills.

    Method of Application

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