JOB ANNOUNCEMENT
INGO IS LOOKING FOR QUALIFIED AND EXPERIENCED CANDIDATES FOR THE POSITION OF ADMINISTRATIVE ASSISTANT

PURPOSE OF POSITION : To assist the National Director in meeting the administrative tasks associated to its role of representing the partnership in the country while providing strategic leadership to the whole office.

MAJOR RESPONSABILITIES :

1. Coordinate the National Director agenda by organizing the different activities in his/her weekly/monthly agenda and sending periodic reminder to him.
2. Manage the National Director correspondence by underlining all important points and drafting response as per the National Director instructions. Provide a daily summary of important correspondence received at the executive office.

3. Prepare a daily summary of the local and international press information that are relevant to the organization and the position of the National Director.
4. Receive visitors in the absence of the National Director and forward them to the right senior staff member.
5. Compile monthly, quarterly, semi-annual reports received from other departments and prepare the synthesis of the National Director activities for final review.

6. Ensure that critical deadlines agreed between the national office and other stakeholders are met and when necessary remind the concerned heads of departments.
7. Manage the National Director calendar on a daily and hourly basis.
8. Take care of the executive calls coming to and from the central office.
9. Coordinate the logistic of local and international travel for the National Director. It includes project notice, transportation arrangement, filed guest/hotel selection, visa process, flight booking, hotel reservation.
10. Handle requests from the partnership with involvement of the executive team members as appropriate.
11. Keep updated the personal file of the staff reporting directly to the National Director.
12. Ensure that the National Director’s Office are well equipped and has available proper stock of office furniture.
13. Welcome international visitors and support them when requested or needed.
14. Support the National Director in the follow up of his/her daily activity and remind to him any important fact or aspect when necessary.
15. Provide administrative support to consultants, short term employees or other departments or units reporting to the National Director office, specially the Audit service, the Communications and Public Affairs Department including advocacy unit, etc…
16. Participate to the organization of spiritual and social activities of the office as necessary.
17. Perform other duties as required in assisting the National Director in the planning and execution of activities related to executive office.

QUALIFICATION :

 Have a Bilingual Secretarial Diploma
 Have at least five experience in Secretarial Field
 Be Fluency in English, Spanish (a plus)
 Have a Good communication skills are required, both oral and written in French and English
 Have a Good computer and Internet skills are required word processing and spreadsheet programs required
 Be familiar with Lotus Notes and all other computer programs used by the Organization
 Have a Good organisation skills is required
 Be a Matured and Confidential person, Team Work Spirit, Leadership
 Capacity to work under pressure and face urgent situations
 Respect Child Protection Policy and all others World Vision’s Policies and Procedures

N.B Only the short-listed candidate will be called for interview

2011-05-19