Under the supervision of the Chief of Mission in Port-au-Prince and in cooperation with relevant units, the Executive Assistant will undertake and accomplish the following tasks:

General Functions:
1.Draft standard correspondences as instructed

2.Prepare memorandums, notices when required by the COM office

3.Greet all visitors coming to the COM office

4.Inform HR department of the COM instructions regarding the staff and follow up with them

5.Assist the COM in his agenda: Schedule of appointment, follow-up meeting, register and remind day events.


6.Maintain proper files for incoming correspondences and mails related to the COM

7.Plan, arrange and make reports meeting for the COM

8.Manage Agenda of the COM with coordination of HR/Admin for updating contact list of the COM

9.Receive, screen, forward incoming and outgoing calls for the COM and maintain a phone log.

10.Assist for the planning and arrangement of different activities such as (seminars, conferences, meetings, trainings, etc…)

11.Make travel arrangements for the COM which include arrangement for hotel booking, flight reservation, and issue travel authorization liaise with the focal point security clearances, for local travel with the coordination of Dispatcher vehicles unit.

12.Provide logistical support for purchase and delivery by making the control of office supplies, materials and equipments of the COM office.

13.Maintain or organize project files records by liaising with COM office and the other departments

14.Perform other duties as may be assigned.

Secondary Education in Secretarial, Administration or other related subjects.

At least 3 years of experience in a similar position, especially in NGO or International Organization is an asset. Good writing, communication, organizational and computer skills.

Personal commitment, efficiency, drive for results; capacity to work effectively and harmoniously within a team of colleagues from varied cultures and professional backgrounds.

-Ability to work long hours and under pressure
-Flexibility

Thorough knowledge of English, French and Creole. (Written and spoken) Spanish, an asset

Cover letter,resume,reference letters, copy of diploma and certificates.

2010-05-15