Grade: C
We are currently seeking local candidates for this position.
A two-year fixed-term contract is offered, with the potential for extension upon successful completion of the initial term.
We are seeking a highly motivated professional to fill the position with [Job Title], responsible for overseeing key operational functions and driving strategic initiatives within the organization. The ideal candidate will possess a minimum of [X] years of relevant experience in [specific field or industry], along with a proven track record of success in [key responsibilities or achievements]. Proficiency in [specific software, tools, or methodologies] is required, and strong analytical, problem-solving, and communication skills are essential. Additionally, the candidate must demonstrate leadership abilities, adaptability to changing priorities, and a commitment to delivering measurable results in a fast-paced environment. A degree in [relevant field] is preferred, though equivalent experience may be considered.
This position is responsible for facilitating the seamless coordination and structured organization of all operations within the Regional Director’s office, thereby maintaining optimal daily business efficiency.
The position delivers vital administrative and secretarial assistance to optimize the Unit’s and Regional Director’s productivity, fostering seamless engagement with both internal and external stakeholders as needed.
Oversee and execute a comprehensive range of duties and responsibilities to ensure operational excellence and organizational success. This role involves managing key tasks, coordinating interdepartmental efforts, and maintaining high standards of performance across all assigned functions. The incumbent will be expected to demonstrate strong leadership, problem-solving skills, and the ability to adapt to evolving business needs while adhering to established policies and procedures. Additionally, the position requires meticulous attention to detail, effective communication, and a commitment to fostering a collaborative work environment.
Correspondence involves managing written communication, both internal and external, to ensure clarity, professionalism, and timely responses. This role requires proficiency in composing, editing, and proofreading emails, letters, reports, and other documents with precision and adherence to organizational standards. Attention to detail, strong grammar and language skills, and familiarity with business communication protocols are essential. Additionally, the position may involve coordinating with multiple stakeholders to draft, review, or distribute correspondence, ensuring consistency in tone and messaging.
Handles the receipt, logging, review, and distribution of all incoming correspondence, ensuring efficient tracking and timely dissemination to appropriate personnel for further action.
Compiles and maintains comprehensive records of correspondence-related background information and documentation, ensuring that critical or time-sensitive items are promptly flagged for the supervisor’s review.
Composes written communications in one or more languages, either independently or in response to specific directives provided during the course of work.
Reviews outgoing communications to ensure accuracy, adherence to established policies or directives, and proper utilization of designated communication channels.
Classifies and routes incoming correspondence based on predefined priority levels and significance to ensure timely and appropriate handling.
Ensures adherence to target dates and deadlines while facilitating prompt responses to correspondence and inquiries.
Channels all correspondence to the Regional Director or directly to the relevant staff, as required, ensuring timely and appropriate action.
Monitors and manages key milestone deadlines for the Regional Director, ensuring timely submission of project Concept Papers, Governing Board Reports, and Internal Memoranda.
Prepares documentation in accordance with established standards and procedures. Responsible for compiling, reviewing, and finalizing various documents to ensure accuracy, completeness, and compliance with organizational protocols. May involve gathering information from multiple sources, verifying data integrity, and formatting materials for internal or external distribution. Attention to detail and adherence to deadlines are critical to fulfilling this role effectively.
Drafts and formats routine correspondence, memoranda, reports, and other relevant documents as needed.
Supports the development of presentation and reporting materials as needed.
Executes a variety of standard office administrative functions, such as preparing documents and converting physical records into digital format.
Responsible for organizing and coordinating business meetings and events.
Handles all visitor and telephone interactions with professionalism and sensitivity, assessing each situation’s nature and urgency to ensure prompt and appropriate routing to the relevant staff member as needed.
Schedules appointments, ensures participants are informed of the venue, date, time, and agenda.
Documents significant discussions and compiles preliminary minutes for review and endorsement by the Regional Director
Arranges duty travel logistics, drafts travel authorizations, and ensures all necessary documentation—such as visas and vaccination certificates—is completed accurately.
Coordination involves overseeing and managing collaborative efforts to ensure seamless execution of tasks and projects. This role requires strong organizational skills, the ability to prioritize effectively, and experience in aligning team objectives with project goals. Responsibilities include facilitating communication between departments, tracking progress, and addressing any obstacles that may arise to maintain workflow efficiency. A keen attention to detail, problem-solving capabilities, and proficiency in project management tools are essential for success in this position.
On behalf of the Regional Director, the role involves cultivating and sustaining communication channels with internal and external departmental officers to disseminate and acquire pertinent information.
Provides administrative support for the coordination of submissions, including reports, documents, and presentations.
Supplies essential documentation and coordinates necessary materials for the Ministerial Council, Governing Board Meetings, and Sub-Committees, along with other high-level gatherings as needed.
Facilitates the coordination of workshop and training logistics as needed.
Knowledge and Records Management professionals are tasked with developing, implementing, and overseeing systems to effectively organize, secure, and retrieve critical organizational information. These experts ensure compliance with legal and regulatory standards while fostering efficient information governance. Their responsibilities include maintaining accurate records, managing data integrity, and optimizing information accessibility for stakeholders. Additionally, they analyze and improve existing processes to enhance operational efficiency and support informed decision-making across the organization.
Oversee the meticulous organization and upkeep of both physical and electronic systems for document and records management, ensuring precision and compliance with established standards.
Ensures that pertinent data within internal systems and document repositories is updated promptly and with precision.
Monitors the progress of submissions and related activities, proactively ensuring timely updates and completion.
Compiles and organizes briefing materials, background documentation, and meeting files for the supervisor, guaranteeing thoroughness and ease of access.
Responsible for the ongoing management and accuracy of contact databases encompassing partner countries and institutions.
Facilitates the seamless execution of administrative tasks, including approvals and documentation workflows, to ensure efficient operational processes.
Provides assistance in compiling and evaluating reports to ensure adherence to formatting guidelines, consistency in presentation, and thoroughness of content, in accordance with institutional policies and standards.
Assists with the acquisition of necessary documentation and the compilation of essential tables, charts, and supplementary materials as dictated by report requirements.
Supports the preservation and dissemination of critical information through the maintenance of current documentation and facilitates the seamless transfer of administrative processes during transitions.
Compiles and produces standard reports and extracts as needed from internal systems.
Provides coverage for Executive Assistants and other support staff as needed, maintaining consistent and reliable administrative assistance across responsibilities.
The incumbent serves as a liaison, facilitating the exchange of information between the Regional Director and various personnel within the Region/Department.
Execute supplementary duties pertinent to the position as directed by the Regional Director.
Bachelor’s degree in Computer Science, Information Technology, or a related field is necessary; equivalent professional experience may also be considered. Proficiency in Python, Java, or C++ is essential, along with experience in SQL and database management. Familiarity with cloud platforms such as AWS, Azure, or Google Cloud is highly desirable. Strong problem-solving abilities and analytical skills are required to address complex technical challenges. Excellent communication skills are needed to collaborate effectively with cross-functional teams and stakeholders. A minimum of three years of hands-on experience in software development or a comparable technical role is mandatory.
A Bachelor’s degree in Business Administration, Finance, or a closely related discipline is required for this position.
With a minimum of five years of hands-on experience in administrative, secretarial, or office support capacities—ideally including at least three years within an international organization, multilateral development bank (MDB), or an equivalent global setting—you will bring a strong foundation of operational expertise to this role.
Skilled in utilizing essential office and digital applications for preparing documents, generating reports, and providing administrative assistance.
Demonstrates proficiency in utilizing internal systems and applications to facilitate document management, tracking, and workflow support.
Possesses exceptional organizational abilities and expertise in records management, particularly in establishing and sustaining well-structured filing systems.
Proficient in organizing and overseeing correspondence, schedules, and official documentation with precision and structured methodologies to ensure seamless operational workflows.
Attention to meticulous detail is essential when scrutinizing documents for correct formatting, precision, and thoroughness.
Proven capacity to prioritize, organize, and execute multiple assignments concurrently while consistently meeting established deadlines.
Proficient in English with fluency. A strong working knowledge of Arabic, French, Portuguese, Russian, or Spanish would be considered a valuable asset.
Professionals from all national backgrounds are welcome to apply for this opportunity, with particular encouragement extended to candidates from the OPEC Fund for International Development’s Member Countries. These countries include Algeria, Ecuador, Gabon, Indonesia, Iran, Iraq, Kuwait, Libya, Nigeria, Saudi Arabia, the United Arab Emirates, and Venezuela.
We kindly invite you to submit your application through our preferred method outlined below. Ensure your submission adheres to the specified format and includes all necessary documentation to be considered for this role. Should you require any assistance during the application process, our support team is readily available to guide you.
To apply for this position, please utilize the provided link(s) on the company’s official website.
Qualifications
BA/BSc/HND
Experience Required
5 years
