We Are Looking for: EXECUTIVE SUPPORT OFFICER

Department: General Directorate

Direct Manager: General Director

Functional Manager: General Director

Working %: 100%

Position Based in: Abidjan, HQ

Mobility: All WaCA’s Interventions Zones

Type of Contract: Fixed-Term Contract under Ivorian law; Renewable

Position to be filled: As Soon As Possible

Objectives

The Executive Support Officer to the General Director (DG) and Senior Management Team (SMT) plays a pivotal role in MSF WaCA’s leadership. This position ensures the effective functioning of executive governance by providing high-level strategic, organizational, and communication support to the DG and SMT.

More than an administrative role, it serves as a strategic partner—coordinating leadership priorities, managing sensitive and complex information, facilitating institutional decision-making processes, and driving internal coherence and accountability.

The post-holder ensures that the DG and SMT are equipped with timely insights, well-prepared engagements, and efficient coordination mechanisms, while also enabling transparent communication across MSF WaCA and with key external stakeholders. By supporting the flow of information, tracking strategic initiatives, and consolidating leadership actions, this role contributes directly to the operational and strategic impact of MSF WaCA.

Main responsibilities

StrategicSupport and Institutional Alignment

Support the General Director and SMT in monitoring alignment between institutional strategies and operational priorities.

Collect, analyze, and synthesize data, research, and documentation to inform executive decision-making.

Provide briefings, talking points, and strategic summaries for internal and external engagements.

Coordinate or support selected strategic initiatives or cross-cutting projects, ensuring timely delivery and progress tracking.

 

2. Executive Coordination and Leadership Support

Manage and prioritize the General Director’s agenda, ensuring coherence with strategic priorities and providing high-level scheduling support.

Support SMT coordination: prepare agendas, document meetings (minutes and action points), and monitor follow-up on commitments.

Lead the preparation, documentation, and follow-up of institutional events involving the DG and SMT, including strategic retreats and annual reviews.

Coordinate the preparation and submission of consolidated reports, dashboards, and executive updates from SMT and departments to the DG and governance bodies.

Ensure quality control of documents and presentations shared at SMT or Board level.

3. Organizational Information and Knowledge Management

Manage the institutional memory of the SMT and Executive Office by organizing and maintaining a secure and structured document repository (e.g. SharePoint).

Ensure the availability, confidentiality, and integrity of sensitive documents and data related to executive functions.

Promote capitalisation and cross-functional knowledge sharing among SMT members and departments.

 

4. Communication and Engagement

Act as a communication relay between the DG/SMT and internal stakeholders (HQ and field staff), ensuring clear, timely, and transparent information flow.

Draft internal communication content such as staff updates, messages from the DG, or SMT communiqués.

Facilitate the flow of information between MSF WaCA leadership and external stakeholders, including the Board of Directors, associated members, and MSF movement platforms (e.g., ExCom, RIOD, IDRH).

Support the visibility and influence of the DG and MSF WaCA on international MSF platforms by preparing and coordinating contributions.

 

5. Meetings and Events Facilitation

Organize and facilitate all SMT (CoDir) meetings, including scheduling, preparing agendas, gathering materials, and recording decisions and follow-ups.

Coordinate Monthly All Staff Meetings: planning, agenda setting, presentations, facilitation, and follow-up of staff feedback and action points.

Organize institutional meetings between the DG/SMT and external visitors, partners, or movement counterparts

Support logistics and content for major organizational events involving the DG, SMT.

6. Other Responsibilities

Contribute to continuous improvement of leadership and governance support processes.

Supervise or coordinate support staff (as applicable).

Carry out any additional duties aligned with the role, as assigned by the General Director.

Contribute to the continuous improvement of executive-level processes and ways of working.

Perform other tasks as requested by the General Director or SMT to ensure operational continuity and excellence.

Job requirements

Education

Bachelor’s or Master’s degree in International Relations, Public Administration, Business, Political Science, or related field.

Competencies

Initiative and ability to anticipate needs and risks.

Diplomacy and interpersonal sensitivity.

Collaborative spirit and ability to build trust at all levels of the organization.

Adaptability, resilience, and emotional intelligence.

Strong organizational, planning, and prioritization

skills

High degree of discretion, integrity, and professionalism.

Strong analytical and synthesis skills, including report writing and dashboard preparation.

Ability to work in a fast-paced, multicultural, and politically sensitive environment.

Professional experience required

At least 5 years of experience in executive support, coordination, or project management roles, preferably within international NGOs or complex organizations.

Prior experience working with senior leadership and managing sensitive/confidential matters is essential.

Languages Skills

· Working proficiency in English and French

Computer Skills

· MS Office suite (mainly MS Word, Excel and Powerpoint)

Please send your resume/CV