Grade: C
Seeking qualified candidates for local recruitment opportunities. Ideal applicants must meet specific eligibility requirements and possess relevant qualifications. This position offers competitive compensation and benefits. Responsibilities include managing recruitment processes, sourcing top talent, and ensuring compliance with hiring standards. Strong communication and organizational skills are essential for success in this role.
A two-year fixed-term appointment is offered, with opportunities for extension upon successful completion of the initial period.
Job Profile
The position facilitates the streamlined coordination and management of all functions within the Regional Director’s office, maintaining seamless daily operations.
This role delivers vital administrative and secretarial assistance to strengthen the Unit’s and Regional Director’s operational efficiency, while also fostering seamless communication with both internal teams and external partners as needed.
Oversee the execution of key tasks and responsibilities, ensuring adherence to established protocols and standards. Manage a range of duties that contribute to the overall efficiency and productivity of the team or organization. Take ownership of assigned projects, delivering results within specified timelines and budget constraints. Collaborate with cross-functional teams to align efforts and achieve common objectives. Maintain meticulous records, documentation, and reporting to support decision-making and compliance requirements. Address challenges proactively, implementing solutions to mitigate risks and enhance operational performance. Foster a culture of accountability, professionalism, and continuous improvement within the team. Ensure compliance with relevant policies, regulations, and industry best practices to uphold organizational integrity.
Correspondence will be maintained through both written and electronic channels to ensure effective communication with stakeholders, clients, and team members. This includes drafting, reviewing, and responding to emails, letters, reports, and other professional documents in a timely and accurate manner. Additionally, the role may involve coordinating communication between departments, ensuring alignment with organizational policies, and maintaining records of all exchanges for accountability and reference.
Handles the receipt, logging, review, and distribution of all incoming correspondence in a timely and organized manner.
Compiles and maintains relevant background information and associated documentation related to correspondence, promptly flagging time-sensitive or critical items for the supervisor’s review.
Drafts correspondence in one or more languages, either independently or as directed by on-the-job instructions.
Reviews outgoing communications to ensure precision, alignment with established policies or directives, and adherence to appropriate communication channels.
Classifies and routes correspondence based on predetermined levels of urgency and significance.
Tracks progress against established target dates and deadlines while facilitating prompt responses to all correspondence and inquiries.
Correspondence is routed to the Regional Director or, when appropriate, directed to the relevant staff member for action.
Tracks critical milestone deadlines for the Regional Director, encompassing the timely submission of project Concept Papers, Governing Board Reports, and Internal Memoranda.
Responsible for the meticulous preparation and organization of documentation, ensuring accuracy, completeness, and adherence to established standards and guidelines throughout all stages of the process.
Composes, as needed, standard correspondence, memoranda, reports, and other comparable written materials.
Prepares necessary presentation and reporting materials in accordance with specific requirements.
Executes a range of standard office administrative duties, such as preparing and organizing documents, as well as converting physical records into digital formats.
Business Meetings and Events Coordination: Oversee the planning, scheduling, and execution of corporate meetings, conferences, and special events, ensuring seamless logistical arrangements and adherence to organizational standards.
Greet guests and phone inquiries with professionalism and sensitivity, evaluating each situation’s context and urgency before promptly connecting them to the appropriate personnel as needed.
The individual coordinates meetings, ensuring participants are informed of the venue, schedule, and agenda in advance.
Maintains accurate documentation of critical discussions and compiles preliminary minutes for the Regional Director’s review and authorization.
Arranges duty travel logistics, drafts travel authorizations, and ensures all necessary documentation—such as visas and vaccination certificates—are completed accurately and in a timely manner.
Coordination is essential for overseeing and integrating various activities to ensure smooth operations. This involves aligning tasks, resources, and stakeholders to meet objectives efficiently. Responsibilities include managing schedules, facilitating communication among teams, and resolving interdepartmental conflicts. Strong organizational skills, attention to detail, and the ability to multitask are required to maintain productivity and adherence to deadlines. Proficiency in project management tools and collaborative software is a must.
The position serves as a liaison for the Regional Director, engaging with officers both within and outside the department or unit to disseminate or acquire critical information.
Provides administrative support for the preparation and coordination of submissions, including reports, documents, and presentations.
Supports the organization and aggregation of essential documentation needed for Ministerial Council sessions, Governing Board meetings, and Sub-Committee gatherings, as well as other high-level meetings as required.
Facilitates the organization of workshop and training logistics as needed.
Knowledge and Records Management encompasses the systematic organization, preservation, and retrieval of an organization’s critical information assets. This role involves developing and implementing policies to maintain data integrity, ensuring compliance with regulatory standards, and optimizing information accessibility. Responsibilities include maintaining accurate records, safeguarding confidential data, and facilitating efficient knowledge-sharing practices across departments. The position requires expertise in data governance frameworks, familiarity with records management software, and a commitment to upholding privacy and security protocols. Strong analytical skills, attention to detail, and the ability to collaborate with cross-functional teams are essential for success in this field.
Maintains meticulous physical and electronic records and document management systems with precision and thoroughness.
Ensures all pertinent information is promptly and accurately entered into internal systems and document repositories.
Monitors submission statuses and associated activities, ensuring timely follow-ups to maintain progress and completion.
Compiles and organizes briefing materials, background documentation, and meeting files for the supervisor, verifying thoroughness and ease of access.
Maintains and updates contact databases for partner countries and institutions, ensuring accuracy and completeness of information.
Provides assistance with administrative operations pertaining to approvals and documentation workflows.
Prepares and reviews reports to ensure formatting, consistency, and completeness in accordance with institutional standards.
Assists in gathering required documentation and compiling basic tables, charts, and supplementary materials as needed for reports.
Facilitates knowledge transfer and ensures operational consistency by keeping documentation current and streamlining the handover of administrative procedures.
Compiles and produces standard reports and data extracts from internal systems, as needed.
Provides coverage for Executive Assistants and other support staff as needed, maintaining uninterrupted administrative services.
The position serves as a liaison, facilitating the exchange of information between the Regional Director and other personnel within the Region/Department.
Execute additional duties pertinent to the role as directed by the Regional Director.
Qualifications and Experience
A Bachelor’s Degree in Business Administration, Finance, or a (closely) related field
A minimum of five (5) years of professional experience in administrative, secretarial, or office support roles, of which preferably at least three (3) years should have been in an international organization, multilateral development bank (MDB), or a comparable international environment
Proficiency in standard office and digital tools for document preparation, reporting, and administrative support
Must possess proficiency in leveraging internal systems and applications to facilitate document management, workflow tracking, and operational support.
Demonstrated proficiency in organizing and managing records, with a keen ability to implement and sustain structured filing systems.
Proven capability in organizing and maintaining correspondence, scheduling, and official documentation with precision and systematic structure.
Thoroughly examines documents to ensure proper formatting, accuracy, and completeness, maintaining meticulous attention to detail throughout the review process.
Capable of organizing and prioritizing multiple assignments and meeting strict deadlines efficiently.
Proficient in English with strong written and verbal communication skills. A working knowledge of Arabic, French, Portuguese, Russian, or Spanish is highly desirable.
Professionals from any nationality may apply for this position, though applicants holding citizenship in the OPEC Fund for International Development’s Member Countries are particularly encouraged to submit their applications. The eligible Member Countries include Algeria, Ecuador, Gabon, Indonesia, Iran, Iraq, Kuwait, Libya, Nigeria, Saudi Arabia, the United Arab Emirates, and Venezuela.
go to method of application
To submit your application, kindly utilize the provided link(s) to access the company’s official website.
Qualifications
BA/BSc/HND
Experience Required
5 years
