(Offre en Anglais) Amnesty International recrute un Assistant Administration Retour vers les opportunités

JOB TITLE: Regional Office Executive Assistant

PROGRAMME: Tunis Regional Office

LOCATION: Tunis

Closing Date: 21 August 2017

Directorate: Global Operations

Type: Permanent

Working Hours: 35

Salary: $36,604 plus benefits

JOB PURPOSE

Provide high-level administrative support to the Regional Management Team and assist with administrative, logistical and coordination tasks of Amnesty International’s Tunis Regional Office

DEPARTMENT PURPOSE

To provide comprehensive administrative support and coordination support to staff based in the Tunis Regional Office which enables the efficient operation of the office’s human rights work programme

AIIS PURPOSE

The IS, which operates from a number of sites around the world, gathers and communicates accurate and action-oriented human rights information globally. We campaign for meaningful human rights change; enable effective human rights activism and work to persuade governments and other actors to uphold universal human rights standards. We provide strategic leadership, support and advice to the AI movement globally, fostering AI’s contribution, presence and public accountability throughout the world.

WORKING RELATIONSHIPS

Reporting to                                 Deputy Regional Directors, Tunis Regional
Posts this job manages               None
Other key relationships             Regional office staff, relevant IS teams and local logistical support services

USEFUL INFORMATION

This role acts as the first point of contact for the Deputy Regional Directors (DRDs) requiring the ability to exercise high standards of servicing to a range of stakeholders (internal to the Regional Office and the AI movement, media, governments, NGOs and beneficiaries of AI’s work, amongst others). The post holder must have an understanding of the work of the DRDs to enable him/her to offer executive support to them.

MAIN RESPONSIBILITIES

The post holder plays a key role in ensuring the Office of the Deputy Regional Directors achieves its goals by the effective and efficient management of the work of the Deputy Regional Directors.

Under the direction of DRDs:

•  Support to Deputy Directors
•  Coordinate and manage all aspects of the Deputy Regional Directors’ diaries, to ensure they have a regularly updated, well-organised and accessible schedule, as well as an effectively prioritised workload.
•  Manage and coordinate all correspondence and requests received by the DRDs, 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.
•  Research, coordinate and organise local and international travel arrangements for Deputies as well as other staff from the Regional Office as appropriate. Prepare travel itineraries, collate travel documents, meeting papers and other information needed by the DRD for such business trips.
•  Coordinate and flag up tasks in relation to the Deputies’ commitments and collate briefings and responses where needed. Monitor and follow up on requested work delegated and/or commissioned by the Deputies, and chase progress as required to ensure that deadlines are met. Ensure appropriate sign-off is obtained for activities prior to the DRD’s approval.
•  Assist the Deputies with the research and preparation of materials as delegated or originated by the DRD including researching, drafting, formatting, proof reading, coordinating, printing and distributing texts and PowerPoints.
•  Assist the Deputies in managing all IS and movement-wide contributions to special projects led by him/her, ensuring the timely and effective delivery of work plans and objectives

Event Management

 Organise and coordinate meetings/events, including international meetings/events 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 Deputies are responsible. At times, the post holder will need to source venues, accommodation, manage communications, reimburse expenses to visitors/participants and run the event on the day(s), coordinate output and follow-up activities etc.), as well as resolve any problems that are encountered with minimal support, in order to deliver professional, well run meetings/events that enable participants to achieve their objectives.

Office Management

•  Together with the Finance and Office Assistant, provide staff with sufficient logistical support, and maintain clear administrative and communication systems including technical support such as uploading content to the internet/intranet.
•  Take responsibility for receiving visitors
•  Cover for the absences of members of the Regional Finance and Administrative team to ensure coverage of the Regional administrative matters.

Other

•  Coordinate the information flow from the Regional Office 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.
•  Provides ad hoc support to the Regional Office team members as appropriate within the self-servicing guidelines.
•  Act as a “buddy” to new Executive Assistants to allow newcomers to settle into the job quickly and efficiently. Undertakes projects and training as directed by the DRDs.
•  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.

WHAT DOES SUCCESS LOOK LIKE IN THIS JOB?

•  The Deputy Regional Directors are provided with adequate assistance and support in order to facilitate the smooth management of the Regional Office. The office of the Deputy Regional Directors works at maximum efficiency to contribute to the achievement of the Regional Office’s objectives.
•  The schedule, budget and correspondence of the Deputy Regional Directors are organized and easily tracked, materials needed are complete and available in time
•  Access to the DRDs as needed (and agreed with the DRDs) is provided or not in a friendly, professional and supportive manner to all Regional Office staff, IS and section representatives, and the public at large.
•  Contributes to ensuring other staff are able to complete their work in a timely manner by providing ad-hoc support to the team as required.

HOW YOU WORK – COMPETENCIES:

• Level: (A, B or C, descending from A)
• Delivering Results:
• Working with others:
• Developing oneself and others:
• Contributing to a Dynamic and Effective International Secretariat:
• Making decisions:
• Taking the initiative:
• Communicating and influencing

EQUALITY STATEMENT

Equality and diversity is at the core of our values and staff are expected to work collectively and individually to promote a constructive and sensitive approach to others from a variety of backgrounds, where the work of others is valued and respected.

CONFLICT OF INTEREST

Public or other activity, affiliation to or support for any group or organization, personal association or other factor which may generate a real or perceived conflict of interest with Amnesty International’s principles (specifically independence and impartiality), or raise a security concern, or otherwise prevent the candidate from carrying out key functions of the specific post and would therefore disqualify the candidate from being appointed.