Personal Assistant

at Organisation of Educational Cooperation
Published November 24, 2022
Location Addis Ababa, Ethiopia
Category Administration  
Job Type Full Time  

Description

 

 

Under the authority and direct supervision of the Secretary-General, and in close collaboration with the Head of Office, the Personal Assistant is responsible for providing the Secretary-General with diary, administrative, and secretarial support. In particular, the Personal Assistant is in charge of drafting and managing correspondence, phone calls, and organising meetings and appointment. This position provides the unique opportunity of joining the team of a new international organisation, contributing to its lasting construction and influencing its future trajectory.

Duties

Organise, plan, and manage the diary of the Secretary-General, prioritising the Secretary-General’s time for the most important meetings and activities ;
Prepare, when required, and ensure that the Secretary-General receives all briefings, papers, and other documents in a timely manner for his engagements;
Coordinate and organise the arrangements for the Secretary-General’s travels;
Attend meetings and relevant functions in a support role to the Secretary-General, taking notes and minutes as required;
Manage in a prompt and efficient manner, with tact and professionalism, incoming mail, phone calls and other communications, bringing to the attention of the Secretary-General any urgent matters;
Draft correspondence, briefings, and presentations for the Secretary-General;
Organise and maintain the Secretary-General’s files and archives;
Maintain the Secretary-General’s contact database;
Perform other duties as requested.
Competencies

Strong, proven analytical skills ;
High attention to detail;
Excellent interpersonal, diplomatic and cross-cultural communication skills with a proven track record;
Excellent oral and written communication skills;
Strong methodical, systemic, and strategic thinking skills;
Ability to operate sensitively and effectively in a multicultural environment and deal with cross-cultural sensitivity;
Highest levels of discretion, tact, and professionalism ;
Ability to compartmentalise confidential information;
Ability to work in an autonomous manner;
Strong efficiency and speed, whilst maintaining the highest professional standards and consistent accuracy;

Education

Bachelor’s degree (or higher) in literature, philosophy, social sciences or other related fields

Experience

At least 3 years of work experience in a secretarial and/or administrative position within a multicultural environment

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