Executive Assistant-FHI360 Retour vers les opportunités

About FHI360

FHI 360 is a nonprofit human development organization dedicated to improving lives in lasting ways by advancing integrated, locally driven solutions. Our staff includes experts in Health, Education, Nutrition, Environment, Economic Development, Civil Society, Gender, Youth, Research and Technology; creating a unique mix of capabilities to address today’s interrelated development challenges. FHI 360 serves more than 60 countries, all 50 U.S. states and all U.S. territories.

About the Job:

The executive assistant serves as the assistant to the US Department of States Portfolio Director in Tunisia carrying our organizational, administrative and operational tasks.

Responsibilities include and are characterized by activities with multiple and varied programs/components. This position serves as the principal administrative and support for the Tunisia DOS HQ in Tunis. Work ranges from office support assignments to performance of administrative duties involving decision-making and judgment. Communication and public contact are major components of job, both internal and external to the organization. Work requires contact with all levels of management and staff within the organization, FHI 360 home office in the Washington DC, US Embassy, client representatives, government agencies and vendors.

Accountabilities

• Serves as a liaison between the Portfolio Director, reporting units and other business areas and external agencies for the purpose of relaying instructions and information and following commitments through to completion.
• Manages and monitors a variety of information impacting the Portfolio Director responsibilities and priorities in response to workflow of the Portfolio Director.
• Exercises delegated authority to speak on behalf of the Portfolio Director regarding a variety of administrative matters.
• Interprets and summarizes information based on program knowledge, organizational goals, and priorities.
• Identifies and resolves problems that would not require Portfolio Director’s direct involvement.
• May attend meetings in Portfolio Director’s absence to provide and/or obtain information.
• Research, develop and draft letters, memos, or reports to for the Portfolio Director’s review.
• Edits documents to incorporate information and ideas specific to the Portfolio Director and/or activities within the overall organizational unit or division.
• Monitors and reconciles the Portfolio Director’s schedule and prioritize tasks.
• Screens calls and receive visitors to the office to determine appropriate course of action.
• Coordinates and directs the office support activities and facilitates workflow for the Portfolio Director and subordinate units.
• Makes travel arrangements. Plans and organizes conferences, retreats, and/or events.
• Establishes and maintains files and records.
• Handles confidential and sensitive information.
• Follow up on tasks assigned by the Portfolio Director and report on progress.
• Make sure that the office is maintained well, clean and needs are address on a timely manner.
• Assist the Portfolio Director in public relations and social efforts including organizing events, meetings.

Problem Solving & Impact:

• Identifies and resolves problems that would not require the Portfolio Director direct involvement.
• Identifies and resolves problems in a timely manner and gathers and analyzes information skillfully.
• Problems are addressed in accordance with priorities, policies, commitments, and program goals of the Chief Officer.
• Ability to differentiate when a situation can be handled independently or if it needs to be escalated.
• Researches and develops solutions for unusual and novel situations.
• Contributions are usually limited to task-related activities. Errors impact Chief Officer’s ability to achieve results.
• Erroneous actions could result in delay of schedules and impact Chief Officers established timelines. Errors could be difficult to detect and could require expenditures to resolve.

Supervision Given/Received:

• Ability to effectively handle responsibilities with limited supervision. No instruction needed on routine work and general instructions with periodic work review given on new work or special assignments.
• Contacts are frequent with individuals representing other departments, and/or representing outside organizations.
• Contacts involve obtaining or providing information / data of a sensitive nature on matters of importance.
• May lead and provide guidance to other colleagues as directed by the Portfolio Director.