ROLES AND RESPONSIBILITIES                                                                                               

Manage scheduling for the Executive Director, Finance & Accounting’s FLT Plus the Director, Assurance & Enterprise Risks Management including calendar meeting requests 

Lead scheduling for all activities in line with work plans. Plan, coordinate and ensure schedules are followed and respected.

Schedule meetings and coordinate related logistics, such as room bookings, refreshments, and document preparation for all attendees 

Manage agenda, take minutes at meetings and distribute as appropriate 

Lead follow up of key action items for the functional, ensuring that the Executive Director, Finance & Accounting is prepared for meetings and correspondence and work runs smoothly 

Manage travel in coordination with the travel team and office coordinator and team assistants, including extensive global travel, accommodation reservations, ground transport, travel visas and immunizations 

Prepare and submit expense reports accurately and efficiently in line with organizational policies 

Compose routine correspondence with the ability to be proactive in identifying the need for writing 

Liaise with Public Affairs & communications and colleagues regarding functional communications 

Organize & manage, with support from Public Affairs & Communication, the function’s events, team retreats, meetings etc.

Handle the distribution of correspondence. Monitor email and act as appropriate. Ensure attention to accuracy and detail  

Plan, organize and maintain accurate documentation for the function including reports  

Maintain organization of the database, shared network drives and SharePoint sites 

Provide support in budget preparation and forecasting. Supporting Financial management processes in line with policies and processes 

Provide backup to other executive assistants as required

Requirements

MINIMUM REQUIREMENTS AND COMPETENCIES

A college diploma or University degree is required.

Minimum 3 years of experience in an Administrative Assistant role in a fast-paced environment. Local experience preferred. 

Experience in an Administrative Assistant role in a fast-paced environment. Local experience preferred. 

Excellent prioritization, time management skills & follow through.

Excellent Organizational skills and able to manage multiple tasks in a fast-paced environment

Excellent interpersonal skills, exhibiting grace under pressure. 

Strong communication skills in English; written and spoken, 

Proficient in MS Office applications (PowerPoint, Word, Excel, Office 365 and SharePoint). 

Detail-oriented with a demonstrated ability to consistently and effectively produce high quality work. 

Able to work independently with little direction or supervision and possess ability to coordinate and manage multiple projects. 

High Integrity and able to work across various cultures