Deadline: 6 October 2015
The Amnesty International is currently seeking applications from the eligible applicants for the post of Executive Assistant to the Regional Director based in Dakar, Senegal.
Amnesty International is a global movement of more than 7 million people, campaigning for a world where human rights are enjoyed by all.
Key Job Responsibilities
The Executive Assistant to the Regional Director will perform the following functions-
- Coordinate and manage all aspects of the Regional Director diary, to ensure he/she has a regularly updated, well-organised and accessible schedule, as well as an effectively prioritised workload. Activities involve making executive decisions on behalf of the RD when it is appropriate. This will result in a well organised schedule for the RD and an effectively prioritized workload.
- Manage and coordinate all correspondence and requests received by the RD, identify issues of importance drawing them to the attention of the appropriate person. Prepare and draft responses to correspondence, responding directly whenever possible. Initiate and implements a range of efficient and secure channels of communication to ensure the rapid and effective flow of information.
- Organise and coordinate small to big meetings, including international meetings with a range of stakeholders; prepare and circulate agendas; arrange logistics and, assist in the preparation of reports or take minutes for meetings which the RD is responsible.
- Research, coordinate and organise local and international travel arrangements for the RD, as well as other staff from the WCARO as appropriate. Prepare travel itineraries; collate travel documents, meeting papers and other information needed by the RD for such business trips.
- Coordinate and flag up tasks in relation to the RD’s commitments and collate briefings and responses where needed. Monitor and follow up on requested work delegated and/or commissioned by the RD, and chase progress as required to ensure that deadlines are met. Ensure appropriate sign-off is obtained for activities prior to the RD’s approval.
- Track and monitor the budget of the Regional Director to assist in the planning and reporting of the annual operational budget. Maintain records of budgets and expenditure by the RD; deal with expense reports and process payments and invoices; obtain regular reports on expenditure and other agreed management information from the Finance team and collate these for the RD.
- Always maintain a detailed understanding of IS financial procedures.
- Cover for the absences of members of the Regional Finance and Administrative team to ensure coverage of the Regional administrative matters.
- Coordinate the information flow from the Office of the Regional Director and contribute to good communication systems between the office and other International Secretariat (IS) programmes, Amnesty International (AI) Sections and Structures, the International Executive Committee (IEC) and other AI decision-making bodies and structures.
- Assist the Regional Director with the research and preparation of materials as delegated or originated by the RD, including researching, drafting, formatting, proof reading, coordinating, printing and distributing texts and powerpoints.
- Assist the Regional Director manage all IS and movement-wide contributions to special projects led by him/her, ensuring the timely and effective delivery of work plans and objectives.
- Exercise highest level of discretion through managing the exchange of confidential, sensitive or contentious information both internally and externally with managers/staff/ external persons in a professional manner. At all times ensures the highest level of confidentiality related to individuals and work across the organization and adherence to IS security and other IS operating policies.
Eligibility Criteria
Applicants must have-
- Strong time management skills to work effectively on a full-time basis.
- Proven ability to manage conflicting priorities, under pressure and deal with several activities and demands at the same time.
- Flexible with proven ability to meet deadlines and work with changes at short notice, shifting priorities where necessary.
- Strong administrative skills and the ability to organize and manage systems for information flow, filing, data management and diary management. Experience in organizing travel.
- Experience in organizing small to big meetings, including large international meetings.
- Numeracy skills to process, monitor, analyse and report on financial data. Experience of calculating budgets, monitoring and working with them.
- Strong IT skills: Word, Excel, Lotus Notes, Power Point.
- Ability to communicate clearly, concisely and diplomatically in English and French – verbally and in writing, face to face and over the telephone.
- Experience and ability to communicate with a range of audiences and internal stakeholders, including the ability to interact with high-level partners.
- Excellent written skills to draft correspondence and other documents on behalf of the Regional Director. Excellent negotiation and diplomacy skills. Strong interpersonal skills and ability to deal effectively in situations of high pressure and volatility.
- Experienced in and capable of handling confidential information relating to human rights issues, organizational issues, staffing/personnel and other matters.
- Knowledge of the operations of international NGOs and the role of Regional Director in the management and oversight of operations.
How to Apply
Applications must be submitted through online process.
For more information, please visit AIIS.
