Under the guidance and direct supervision of the Director of Cabinet of the Director-General (DIR/CAB), the incumbent provides secretarial, administrative and communication support to the DIR/CAB through the efficient and discreet management of information and documentation, organization of/preparation for meetings and missions and follow-up on actions. This involves direct contact with staff, managers and high-ranking officials within and outside the Organization.
In particular, s/he will:
Take full responsibility for the schedule of the Director of Cabinet; arrange appointments and maintain the agenda of the DIR/CAB; serve as the first point of contact and liaison with senior officials; receive visitors (often high-ranking); screen telephone calls and answer enquiries; prioritize and resolve competing demands, organize travel and missions of the Director of Cabinet. Ensure reactive and smooth communication and coordination with the secretariat of the Director-General.
Support the work of the DIR/CAB with respect to communications, workflows and administrative rules; coordinate and follow up effectively and efficiently; facilitate interaction and information flow; identify and bring sensitive, complex and urgent matters to the attention of the DIR/CAB; disseminate and provide information and guidance to staff at all levels within the cabinet.
Organize and take full responsibility of the smooth and efficient running of DIR/CAB activities, establishing and improving procedures, tracking and filing systems for correspondence and documents, monitor work progress and cases of priority and concern to the DIR/CAB; organize high-level meetings ensuring the production and distribution of documentation, note taking and minutes.
Research, compile and summarize materials in preparation of reports, briefings, speeches; prepare materials and presentations for official missions/special meetings; independently handle a wide range of complex and confidential information requests and queries; draft responses to a diverse, high-level and wide range of correspondence and other communications.
Demonstrate reactivity, adaptability and communication skills with colleagues and interlocutors on a daily basis. Capable of working in a complex environment and coping with a heavy workload.
Required Qualifications:
Education:
Completed secondary, technical or vocational education.
Work Experience:
At least 8 years of relevant work experience in secretarial, administrative tasks in an international professional environment.
Experience working for a supervisor with senior managerial responsibility and/or high-level officials.
Skills and competencies:
Excellent interpersonal and communication skills.
Excellent drafting skills in English or French.
Excellent organizational and coordination skills.
Capacity to deal efficiently and tactfully with different partners/institutions and other stakeholders at all levels in a multicultural environment.
Ability to work under pressure, to deal with complex and sensitive situations and flexibility to adjust work schedules.
Sense of diplomacy, discretion and professional integrity.
Excellent IT skills (Outlook, Word, Excel, PowerPoint).
Languages:
Excellent knowledge of either English or French and good knowledge of the other language.
