Jobs at the OPEC Fund for International Development

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.

go to method of application »

Job Profile

• The incumbent provides analytical and professional support to the Head of Building and Facility Management in overseeing the maintenance and facility management of the OPEC Fund’s HQ building(s) and the Director-General's residence; all in accordance with the building and facility management framework, manuals and processes.

Duties and Responsibilities

• Responsible for providing assistance in the day-to-day maintenance and facility management of the OPEC Fund’s HQ building and the Director-General’s residence.
• Analyzes, monitors and reports all project, workflow, inspection and maintenance work related tasks.
• Assists in the coordination of the technical and administrative functions in support of Building and Facility Management in a preventive manner.
• Coordinates and oversees the receipt, processing, and data entry of maintenance, repair and service requests and safety patrols within the Fund’s HQ building and the Director-General’s residence with Building Assistants.
• Performs other related duties as assigned by the Head, Building and Facility Management.
• Manages relationships with small clients while also helping senior colleagues manage more important client and customer relationships.
• Coordination of the cooperation tasks with IT-Unit.
• Updates and maintains building maps and drawings.
• Collects and updates physical inventory data of the technical systems and maintains inventory records and files, and reports thereon on regular basis.
• Maintains the building related documents in electronic data management system (EDMS).
• Collects, compiles and prepares data for special reports and memorandums.
• Coordinates regular and irregular inspection and maintenance of all technical systems and maintains the related documentation.
• Assists in the preparation of procurement requests for maintenance supplies and purchase contracts for the Fund’s HQ building and the Director-General's residence.

Qualifications and Experience

• Minimum qualification of a Degree plus additional technical certification in Civil / Mechanical / Electrical Engineering / other technical related disciplines.
• Minimum of 5 years relevant experience (building maintenance and facility management).
• Experience in assisting project management.
• Excellent written and verbal communication skills in English and German.
• A working knowledge of Arabic is an added advantage.

Competencies:

• Demonstrates a commitment to competently perform his/her job duties and responsibilities within established timeframes.
• Takes responsibility to accomplish job assignments within reasonable deadlines.
• Does due diligence to complete projects within specified timeframes and/or fulfill commitments.
• Promptly responds to changes in work priorities and/or unexpected circumstances or situations.
• Demonstrates high ethical standards of conduct in the performance of his/her job duties and responsibilities.
• Demonstrates the ability to apply those skills and knowledge to competently perform his/her job duties and assignments.
• Must be an innovative professional to ensure that the facility runs smoothly.
• He/She must be able to look ahead in order to better understand what the organization will need.