Executive Assistant - Middle East and North Africa Program. Amman. Posting Date: 05/09/2019. Deadline: 05/23/2019
The Open Society Foundations work to build vibrant and tolerant democracies whose governments are accountable to their citizens. To achieve this mission, the Foundations seek to shape public policies that assure greater fairness in political, legal, and economic systems and safeguard fundamental rights. On a local level, the Open Society Foundations implement a range of initiatives to advance justice, education, public health, and independent media. At the same time, we build alliances across borders and continents on issues such as corruption and freedom of information. The Foundations place a high priority on protecting and improving the lives of people in marginalized communities.
Through its Middle East and North Africa Program based in Amman, Jordan, the Open Society Foundations supports a diverse group of local civil society organizations, research centers, universities, and media organizations across the Middle East.
The Executive Assistant will report to the Regional Director in Amman, responsible for providing administrative, operational and project management support to the Regional Director. Requiring discretion, confidentiality, and a detailed knowledge of the organization's operations, procedures, and will be working closely with MENA staff to support the program activities.Responsibilities include
Qualified candidates should:
- Manages the Regional Director's extensive itinerary including official appointments, meetings, and other engagements;
- Arranges all travel arrangements, including: obtaining visas, scheduling flights, accommodations, transfers and preparing support travel documents and schedules;
- Prepares and collects the required documentation for the Regional Director at official and internal meetings; research issues as needed, drafts, edits and proofreads reports and minutes of meeting;
- Controls the flow of incoming and outgoing correspondence and brings matters of urgency to the Regional Director's attention and liaise with senior staff to submit required materials;
- Assists the Regional Director in maintaining contact with a wide range of external and internal contacts, including officials and diplomats as well as with internal departments and offices;
- Controls and maintains an efficient filing system for use within the Office of the Regional Director
- Drafts materials, responds to routine correspondence, prepares communication for dispatch, deals with enquires and provides guidance to projects of high importance;
- Follows up on pending matters, and as required follows up on the implementation of decisions and brings deadlines to the attention of the Regional Director as and when needed;
- Facilitates and coordinates logistical preparations for Board meetings, workshops, and conferences including materials;
- Ensures rigorous follow-up on action points emerging from meetings attended by the Regional Director;
- Provides a full range of confidential personal and administrative assistance as required;
- Performs other duties as may be assigned by the supervisor;
- Bachelor's degree or a relevant experience
- 5 years of progressively responsible experience in roles relevant to the duties of the position in a high level office in an international organization, governmental offices or an embassy;
- Ability to establish and maintain effective working relations in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity;
- Ability to independently plan and prioritize own work, work well under tight deadlines and handle multiple concurrent activities;
- Positive attitude and strong interpersonal and communication skills;
- Proven ability to exercise the initiative and resourcefulness necessary for prioritizing multiple clusters/components;
- Excellent computer skills, especially in MS application, such as Work, Excel and Outlook;
- Shows discretion and ability to handle confidential issues;
- Attentiveness to detail and ability to work well under pressure.
- Proficient knowledge of English is essential
The Open Society Institute is an Equal Opportunity Employer.
Competitive rates of pay apply.
We are strengthened by the diversity of our colleagues across the Open Society Foundations. We welcome applications from people of all cultures, backgrounds, and experiences, and are committed to providing reasonable adjustments so that colleagues with disabilities are able to fulfill the essential functions of the job.