Latest Vacancies at the OPEC Fund for International Development

Location: Austria

Job Profile

• The Head of Protocol is responsible for coordinating relations between OPEC Fund and Member States, and for providing substantive technical and logistical support to the Ministerial Council and Governing Board meetings as well as to other high-level OPEC Fund meetings.
• This position also facilitates guests to OPEC Fund and ensures the proper logistics and etiquette is observed.
• The incumbent plans the programs and activities of protocol operations and supervises the implementation.
• The annual workload includes organizing and servicing a Ministerial Council meeting, four Governing Board meetings, 11-14 Board-level committee meetings, and 12-18 loan signature ceremonies, and the preparation of various receptions for other in-house and external meetings and events.

Duties and Responsibilities
Stakeholder management and engagement support:

• Responsible for coordinating relations between the OPEC Fund and Member States, and for providing substantive technical and logistical support to the Ministerial Council and Governing Board meetings as well as other high-level OPEC Fund meetings and visitors. The incumbent will be in communication with ministers, OPEC Fund governors and alternate governors, ambassadors, government officials and other high-level representatives.
• Draft routine correspondence with government ministries and other high-level entities.
• Anticipate client needs and address them properly.

Meeting coordination assistance:

• Provides assistance in coordinating the organization of ceremonies for the signature of loan/grant agreements, in cooperation with other concerned departments.
• Assists in the coordination of reception of visitors to the Fund, which includes the provision of any relevant high-level representational items (i.e. gifts, handouts).
• Arranging any necessary meeting-related reservations and appointments.
• Ensures all internal protocols are understood and met.
• Provides advice to chief of staff on any matters critical to meeting preparation.
• Participates in all public relations and protocol activities, including receptions and social events, as well as accommodation and travel arrangements for the Director-General, official visitors and participants in the Ministerial Council and Governing Board meetings.
• Builds and maintains an established network of contacts and partnerships among relevant entities in the hospitality industry, especially, hotels, restaurants, caterers, airport staff, venues in Vienna.
• Ensures all team members properly understand their roles and responsibilities.
• Carries out other tasks assigned by the supervisor, related to the job function.
• Develops system to collect and manage feedback in order to improve level of service.
• Develops and implements processes, guidelines, and strategies related to event management that align with the institution’s strategic plan.

Documentation:

• Responsible for maintaining up-to-date lists and contact details for of ministers and high officials of the host country, ambassadors posted in the host country, members of the Ministerial Council, members and alternate members of the Governing Board, ministers and high officials of the OPEC Fund’s partner countries.
• Maintains a list of relevant contacts and partners in the hospitality industry, especially, hotels, restaurants, caterers, venues in Vienna.
• Contributes to a shared master contact list for the organization.
• Prepares checklists and guidance documents for meetings taking place outside of headquarters.
• Provides regular reports to the Chief of Staff on lessons learned and new best practices following conclusion of mission and meetings.

Administrative and logistical support:

• Coordinates the administrative and logistical support for the Fund’s high-level meetings, including arrangements for the transportation of VIPs from and to the airport.

Qualifications and Experience

• University Degree in Public Relations, International Relations, Communication, Business Administration, and/or other relevant field is required. A master’s in any of these fields is an asset.
• Minimum 10 years of relevant professional experience. At least five years of experience in an international institution, embassy, or ministry is desirable.
• Proficiency in Microsoft Office applications, especially Word and Excel.
• Experience in communicating with high-level VIPs, preferably in English, German and/or Arabic.
• Excellent written and verbal communication skills in English and German. A good working knowledge of Arabic, French, and/or Spanish is an asset.

Competencies:

• Knowledge of protocol in a governmental or international organization, including experience of working with the host government.
• Awareness of the subtleties and peculiarities in proper international protocol procedures.
• Ability to understand and follow standard institutional procedures.
• Work in a collaborative way with both internal & external shareholder teams to achieve organizational goals.
• Strong written and oral communication skills and presentation skills ensuring messages and instructions are clearly understood.
• Able to understand confidential information and the need to ensure that such information can be accessed only by authorized persons.
• Able to work efficiently in a well-structured, focused manner setting clear priorities.
• Excellent ability to work in an international multi-cultural environment, with sensitivity and respect for diversity.
• Ability to think strategically and creatively.
• Process and project management skills.
• Foresees risks and allows for contingencies when planning.
• Conscientious and efficient in meeting commitments, observing deadlines and achieving results.

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Location: Austria

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.