Executive Assistant

vor 4 Wochen

Wien, Österreich The OPEC Fund for International Development Vollzeit

Vacancy Number: 1946

**Department/Unit**:Office of the President
**Deadline of Applications**: May 1, 2024
**Required Languages**: English
**Contract Type**: Temporary Contract (364 days)
**Job Category**:Administrative
**Grade Level**: D

**Job Profile**

The Executive Assistant is responsible for providing secretarial/clerical services to the Office of the President, 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) President’s attention.
- Drafts correspondence in one or more languages, upon own initiative or on-the-job instructions received, for the signature of the President.
- Checks outgoing mail for accuracy, conformity with overall policies or instructions, and use of the correct communication channels.
- Business meetings/ events arrangement_
- 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 meeting and prepares draft records for the President’s approval.
- Manages the (Office of the) President calendar and assists and advises the Office on a variety of administrative and logístical matters.
- Coordination_
- Assists the (Office of the) President 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) President.
- Ensures that the (Office of the) President 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 logístical 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) President.

**Qualifications and Experience**
- Bachelor’s degree in Business Administration or a related field.
- A minimum of ten (10) years relevant professional experience, preferably at least three (3) years at a responsible level in an international environment and/or international financial institution.
- Fluent in English. Good working knowledge of Arabic, French or Spanish is an added advantage.

**Competencies**
- Effective Planning and Follow Up - The ability to set clear goals and priorities; skillfully organize tasks for efficiency; consistently follow through on commitments and plans.
- Ability to Work Under Pressure - The capacity to remain composed, focused and productive when facing tight deadlines, high-stakes situations and demanding workloads.
- Collaboration and Teamwork - The ability to effectively work with colleagues, stakeholders and partners to achieve shared goals.
- Communication - The ability to relay ideas, information and messages effectively and succinctly to a variety of audiences.
- Customer Centricity - The ability to focus on comprehending and addressing customer needs; consistently deliver exceptional service and foster strong, lasting customer relationships.

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