Overview
The Executive Assistant & IM Officer provides high-level administrative support and is responsible for information management, acting as a reference person for protocols and correspondence, and coordinating the agenda for the Head of Delegation and Management team.
Key Responsibilities
- Ensures information flows are coherent and efficient, that institutional policies and procedures are updated and applied, and that users are properly briefed and trained.
- Manages and monitors collaborative tools and databases, including access management.
- Acts as Executive Assistant for the Delegation Management, including screening, prioritizing, and follows up on requests, calls and correspondence; independently manages appointments and organizes internal and external meetings and events.
- Independently initiates, drafts, edits and finalizes correspondence, presentations and other documents.
- Ensures that staff are briefed and/or trained on information management, written protocols and correspondence, rules on signatures and the protection, use and storage of office supplies, records management, archiving, and information-management tools; ensures staff comply with related rules and procedures.
- Organizes, receives or supervises the reception of management’s visitors and helps to organize events at which protocol must be observed, including visits by donors and other major figures.
- Organizes, supervises, manages and monitors the use and update of a range of collaborative tools and databases in comply with the Information Security Framework.
- Acts as access manager in coordination with peer colleagues within the IM Team.
- Contributes to the setting of the IM goals and priorities at the delegation in alignment with the Delegation’s priorities and regional IM roadmap.
- Acts as agent for change, ensuring that users understand and embrace the need for new IM-related projects and tools.
- Manages two Assistant & IM Officer and one Administrative Assistant.
Required Experience
- Minimum five years' experience providing executive support in an international organization or company.
- Experience coordinating a team.
- Experience in project management and follow-up.
Qualifications
University degree or equivalent certification or experience in Information Management, Business Administration or any other related subject. Master’s degree is an asset.
