Executive Assistant job at Organization of African, Caribbean and Pacific States (OACPS)

Vacancy title:
Executive Assistant

[ Type: FULL TIME , Industry: Nonprofit, and NGO , Category: Admin & Office ]

Jobs at:

Organization of African, Caribbean and Pacific States (OACPS)Organization of African, Caribbean and Pacific States (OACPS)

Deadline of this Job:
15 November 2021  

Duty Station:
Within Rwanda , Other , East Africa

Date Posted: Monday, October 18, 2021 , Base Salary: Not Disclosed


Supervisor: Expert ENRG and/or Expert RCA /P4
Duty Station: Head of OACPS Geneva Office, Geneva

Organizational Context
Under the overall guidance and supervision of the Head of the OACPS Geneva Office, the Executive Assistant provides executive administrative support on matters pertaining to the substance and operations of the OACPS Geneva Office, applying administrative rules and regulations and establishing internal operational procedures to enable the smooth functioning of the Office. He/she helps ensure effective and efficient functioning of the OACPS Geneva Office, including management of information flow and follow-up on deadlines and commitments made.

With regard to internal focus, the Executive Assistant works in close collaboration with all staff in the Brussels office and OACPS Geneva Office.

With regard to external focus, being the first point of contact for all the visitors to the ACP Geneva Office, the incumbent interacts with delegates of the Missions of the OACPS and EU and Geneva-based international organizations to ensure efficient flow of information, actions on instructions, agendas.

Functions / Key Results Expected
Summary of Key Functions:
• Responsible for effective and efficient functioning of the OACPS Geneva Office.
• Ensures effective communications and administrative support to the office.

Responsible for effective and efficient functioning of the OACPS Geneva Office, focusing on achievement of the following results:
• Provision of effective and efficient administrative and secretarial services to the OACPS Geneva Office, ensuring an environment of professionalism and teamwork at all times.
• Efficient management of the Head of OACPS Geneva Office’s schedules.
• Organization of regular and ad-hoc office meetings; taking of minutes when requested and summaries of actions to be taken; tracking of progress on planned issues; follow-up with focal points.
• Screening of all incoming communication/ correspondence, filter outgoing correspondence for supervisor’s signature, clearance and further action by other staff; wherever possible.
• Adherence to appropriate protocol and correspondence guidelines when communicating with officials from OACPS Missions, the EU, Geneva-based international organizations and other external partners.
• Strict screening of phone calls and responding to routine non-technical requests.
• Timely preparation of monthly financial report for the Secretariat of the OACPS in Brussels.

Ensures provision of effective communications and administrative support to the office focusing on achievement of the following results:
• Maintenance of the filing system ensuring safekeeping of confidential materials according to accepted OACPS standards.
• Coordination of the information flow in the office and dissemination of corporate and interoffice communication to staff as required.
• Facilitation of information sharing with other staff members.
• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to the Head of Office and to OACPS governing organs in Brussels.
• Drafting routine correspondence, interoffice circulars, general briefing notes, documents, reports, and arranging for document translation when required;
• Administration of travel arrangements, meetings, appointments and briefings of Head of Office.
• Research for information and background documentation as requested.

Impact of Results
The key results of this job have a critical impact on the smooth functioning and overall effectiveness and efficiency of the OACPS Geneva Office; the degree of its organization and efficiency determines to a large extent the quality of the overall management of the Office. As the staff member providing immediate support to the Head of the Geneva Office, the role of the Executive Assistant is critical, and the incumbent is responsible for providing an accurate analysis and presentation of information strengthens the capacity of the OACPS Geneva Office and promotes the image of Secretariat of the OACPS as an effective contributor to the development of the OACPS.

Core Competencies:
• Courtesy, tact and the ability to work effectively with people of different national and cultural backgrounds.
• Ability to demonstrate diplomacy and discretion in dealing with OACPS Ambassadors, delegates from non-resident Missions, international organisations and institutions.
• Accepts team role, contributes to the work of the team actively and constructively.
• Stays calm and maintains composure under stress.

Operational Effectiveness:
• Ability to handle a large volume of work possibly under time constraints.
• Good oral and written knowledge of English or French.

Managing Data:
• Thoroughly and methodically collects, verifies and records data demonstrating attention to detail and identifying and correcting errors on own initiative.

Managing Documents, Correspondence and Reports:
• Shows sound grasp of grammar, spelling and structure in the required language.

Planning, Organizing and Multi-Tasking:
• Organizes workload while remaining aware of changing priorities and competing deadlines.
• Ability to work consistently on routine tasks, maintaining a high level of accuracy and neatness.

Recruitment Qualifications
• Secondary school diploma (Advance Level) or equivalent and secretarial diploma.

• Minimum of eight (8) years of progressively responsible secretarial, administrative, programme experience is required at the national or international level.

Language Requirements
• Good oral and written knowledge of English and/or French. Knowledge of Portuguese or Spanish would be an asset.

Shortlisted applicants will be interviewed and may be assessed through other methods.

Special Notice
Candidates for the position are subject to local recruitment in accordance with the Employment Regulations of the OACPS Secretariat and must have the legal right to live and work in Switzerland.

Staff Members of the OACPS are subject to the authority of and duties assigned by the Secretary General and will discharge their functions under conditions established by the Secretary General.

All employment decisions are made on the suitability of the candidate and the needs of the OACPS. Due regard will be paid to the importance of recruiting staff on as wide a geographical basis as possible.

The appointment to this position is for an initial period of 1 year and renewal thereof is subject to the needs of the OACPS and availability of the post or funds.

Work Hours: 8

Experience in Months: 84

Level of Education:
High School


Job application procedure

Applications for this post should be sent by e-mail to: hr@acp.int and must reach the Secretariat by midnight on the deadline date.

Applications must be accompanied by an updated curriculum vitae completed in the following format: https://europass.cedefop.europa.eu/editors/en/cv/compose. Applications in another format will be treated as incomplete and will not be considered for further evaluation. Applicants must provide copies of degrees, diplomas, certificates and any other document attesting to their competence and professional experience.

Only shortlisted candidates will be contacted and those under serious consideration will be subjected to reference checks.

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Job Info
Job Category: Administrative
Job Type: Full-Time
Deadline of this Job: 15 November 2021
Duty Station: Other
Posted: 18-10-2021
No of Jobs: 1
Start Publishing: 18-10-2021
Stop Publishing (Put date of 2030): 18-10-2050
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