Executive Assistant

JOB PURPOSE:

Under the general direction of the Divisional Heads, the Administrative Assistant is responsible for providing general administrative and secretarial support to the division. The Administrative Assistant will provide general technical and administrative support, including managing, organizing and coordinating the workflow of the division; implementing and maintaining administrative/filing systems, procedures and policies, as well as monitoring assigned administrative projects as determined by the Divisional Head. 

KEY RESPONSIBILITIES:

Technical/Professional Responsibilities 

• Manages calendar for the Division which includes but is not limited to scheduling appointments, coordinating meeting rooms and preparations including refreshments, where applicable; 
• Maintains office workflow, analyses operating practices and systems and recommends improvements; and implements agreed changes to increase in the Division’s efficiency;
• Provides support to members of the team on specific projects as agreed with the Divisional Head; 
• Prepares and modifies documents including correspondences, reports, drafts, memos and emails; takes and transcribes dictation, and composes and prepares confidential correspondence, technical reports, and other complex documents; 
• Assists with the logistical operations of the Division with respect to the duties assigned including organization and administration of meetings and other events, by providing agendas and keeping written records of discussions and key decisions; and undertakes associated research and follow-up actions as required; 
• Conducts research and prepares draft summaries/presentations as required;
• Screens incoming calls and correspondence and responds independently when possible;
• Maintains electronic and hard copy filing systems, creates and maintains database and spreadsheet files and manages the Division's intranet filing system, performs data entry and scan documents; 
• Makes travel arrangements including researching and coordinating itineraries, visa requirements, accommodation and other related activities for the Division; compiles documents for travel related meetings; 
• Ensures that the administrative functions of the Division such as the preparation of the Time and Attendance Register for submission to the Divisional Head, among other items, are done on a timely basis; 
• Schedules and attends Division and committee meetings, prepares minutes and ensures follow-up actions are done, reproduce, distribute and maintain records of minutes accordingly; 
• Exhibits good courtesy to scheduled and unscheduled visitors; 
• Opens, sorts and distributes incoming correspondence, assists in preparing outgoing mail and correspondence, including e-mail and faxes and updates section mail register;
• Attends meetings externally as may be required for the purpose of minute taking, conducting research, compiling supporting documents and related tasks;
• Maintains equipment register; ensures completion of scheduled preventive maintenance and arranges repairs; 
• Maintains office supplies for the section by monitoring stock levels, placing and expediting orders through the Office Manager, if required, and verifying receipt of supplies. 

Management/Administrative Responsibilities 

• Develops Individual Work Plans based on alignment to the overall plan for the IFC:
• Participates in the development of the IFC’s Corporate/Operational Plans, Budget and Individual Work Plans; 
• Prepares reports to the Divisional Head and other relevant stakeholders;
• Maintains customer service principles, standards and measurements. 

Human Resources Responsibilities 

• Contributes to and maintains a system that fosters a culture of teamwork, employee empowerment and commitment to the organization’s goals;

Other Responsibilities 

• Performs all other related duties and functions as may be required from time to time.

REQUIRED COMPETENCIES:

• Proficiency in Microsoft Office suite and other programme applications appropriate to assigned responsibilities; 
• Working knowledge of the format of technical submission and the approval process;
• Excellent keyboarding dexterity; 
• Solid notetaking and summarization skills; 
• Working knowledge of statutes, legislations, regulations policies and procedures that guide the operations of the IFC; 
• General knowledge in budget cash flow preparation; 
• Knowledge of office management and administrative procedures and practices;
• Knowledge of the principles and practices of public administration;
• Knowledge of research and statistical methods and techniques; 
• Ability to compose correspondence and reports. 
• Oral Communication; 
• Written Communication; 
• Customer & Quality Focus; 
• Teamwork & Cooperation; 
• Integrity; 
• Compliance; 
• Interpersonal Skills; 
• Change Management. 

QUALIFICATION & EXPERIENCE:

• Associate degree or Diploma in Office Administration, Administrative Management, Management Studies, Public/Business Administration, or related social sciences;
• Two (2) years’ experience in an Office Management environment. 

SPECIAL CONDITIONS ASSOCIATED WITH THE JOB:

• Work will be conducted in an office outfitted with standard office equipment and specialized software. The environment is fast paced with on-going interactions with critical stakeholders and meeting tight deadlines which will result in high degrees of pressure, on occasions. May be required to travel locally and internationally to attend conferences, seminars and meetings. 

We thank all applicants for the interest expressed; however, only shortlisted candidates will be contacted.