Grade: C
The position is currently open to local candidates only.
This position offers a two-year fixed-term contract, with the potential for extension upon successful completion of the initial term.
We are seeking a highly motivated individual to fill the position with [Job Title], responsible for overseeing key operational tasks and ensuring alignment with organizational objectives. The ideal candidate will possess a minimum of [X] years of relevant experience in [specific field or industry], along with proficiency in [key skills or tools]. Primary duties include managing project timelines, coordinating cross-functional teams, and implementing strategic initiatives to enhance efficiency and productivity. Strong analytical abilities, exceptional communication skills, and a results-driven mindset are essential. Additionally, the role demands a keen attention to detail and the capacity to adapt to dynamic business environments. Qualified applicants should hold a [degree or certification, if applicable] and demonstrate a proven track record of success in prior roles.
The position facilitates the systematic coordination and management of all functions within the Regional Director’s office, guaranteeing seamless daily operational performance.
The position delivers critical administrative and secretarial assistance to optimize the Unit’s and the Regional Director’s operational efficiency, ensuring seamless engagement with both internal and external stakeholders as needed.
The role entails executing a diverse array of tasks and obligations, which include but are not limited to overseeing daily operations, managing project timelines, and ensuring adherence to company policies and industry regulations. Key responsibilities involve collaborating with cross-functional teams to achieve organizational objectives, analyzing performance metrics to identify areas for improvement, and implementing strategic initiatives to enhance efficiency and productivity. The position also requires maintaining accurate records, preparing comprehensive reports, and fostering a culture of accountability and continuous improvement within the team. Additionally, the individual will be expected to participate in professional development opportunities to stay current with industry trends and best practices.
Correspondence:
Handles the receipt, logging, review, and distribution of all incoming correspondence in an organized and timely manner.
Provides comprehensive background information and relevant documentation for correspondence-related matters, prioritizing the identification and escalation of critical and time-sensitive items to the supervisor’s attention.
Drafts correspondence independently or as directed, utilizing one or more languages as required by the position.
Ensures that all outgoing communications are accurate, align with established policies or directives, and are transmitted through the appropriate channels.
Classifies incoming and outgoing correspondence by evaluating priority and significance, then distributes it to the appropriate recipients or departments for timely processing.
Ensures adherence to target dates and deadlines while facilitating prompt responses to correspondence and inquiries.
The correspondence is routed to the Regional Director or directly to the relevant staff member for action, as required.
Tracks critical milestones for the Regional Director, ensuring timely submissions of project Concept Papers, Governing Board Reports, and Internal Memoranda.
Prepares and organizes documents with precision and attention to detail, ensuring accuracy, completeness, and adherence to established formatting standards and guidelines.
Crafts standard correspondence, memoranda, reports, and similar documentation as necessary to support operational needs.
Assists with the compilation and development of presentation and reporting materials as necessary.
Compiles, organizes, and maintains office documentation while ensuring efficient digitization of records and correspondence.
Business Meetings and Events Coordination: Responsibilities include organizing and facilitating corporate gatherings, conferences, seminars, and other professional engagements with precision and efficiency. This role requires meticulous planning, vendor coordination, venue selection, and logistical support to ensure seamless execution of events tailored to client or organizational needs.
Greeting visitors and telephone inquiries with professionalism and sound judgment, the incumbent evaluates each interaction’s context and urgency to ensure prompt and accurate routing to the relevant personnel.
Organizes and schedules meetings, ensuring all participants are informed of the venue, date, time, and agenda in a timely manner.
The position involves documenting essential discussions and compiling preliminary minutes for the Regional Director’s review and authorization.
Arranges all aspects of official travel, including booking transportation and accommodations, prepares official travel authorizations, and ensures all necessary documentation—such as visas and vaccination certificates—is completed accurately and submitted on time.
Coordination involves overseeing multiple tasks, teams, or projects to ensure seamless collaboration and timely execution. Responsibilities include aligning resources, managing timelines, and facilitating communication among stakeholders to achieve organizational objectives. Strong organizational skills, attention to detail, and the ability to prioritize under pressure are essential. Proficiency in project management tools and methodologies may be required, depending on the role. Effective coordination fosters efficiency, minimizes delays, and enhances overall productivity within the team or department.
The position serves as the primary liaison for the Regional Director, engaging with officers both internally within the Department or Unit and externally with other stakeholders, to exchange critical information.
Provides administrative support to facilitate the preparation and coordination of submissions, including reports, documents, and presentations.
Provides assistance in organizing and assembling the essential documentation needed for Ministerial Council sessions, Governing Board Meetings, Sub-Committee gatherings, and other senior-level convening as required.
Assists with the coordination of logistical elements for workshops or training sessions, as needed.
Efficiently oversee the organization, retention, and retrieval of critical information and documentation to ensure compliance with regulatory standards and internal policies. Implement systematic approaches for managing records, maintaining data integrity, and optimizing accessibility while safeguarding sensitive materials. Stay abreast of evolving legal requirements and industry best practices to mitigate risks associated with information governance.
Overseeing meticulous management of both physical and electronic documents and records systems, ensuring accuracy and integrity at all times.
Ensures all relevant information is updated promptly and accurately within internal systems and document repositories.
Monitors the progress of submissions and related tasks, proactively reaching out to confirm timely updates and ensure timely completion.
Compiles and organizes briefing materials, background documentation, and meeting files for the supervisor, maintaining thoroughness and ensuring easy accessibility.
Maintains and updates contact databases for partner countries and institutions, ensuring accuracy and completeness at all times.
Facilitates administrative functions tied to approval processes and documentation workflows.
Ensures reports are meticulously prepared and reviewed to verify formatting accuracy, consistency, and completeness, adhering strictly to institutional guidelines.
Assists in gathering documentation and compiling fundamental tables, charts, and supplementary materials essential for reports as needed.
Facilitates the preservation and dissemination of institutional knowledge by ensuring documentation remains current and providing support during the transition of administrative procedures.
Responsible for developing and producing standard reports and data extracts from internal systems as needed.
Provides support to and fills in for Executive Assistants and other staff members as needed, maintaining consistent administrative assistance.
The incumbent serves as a conduit for communication, facilitating the exchange of information between the Regional Director and various personnel within the Region or Department.
As directed by the Regional Director, undertake supplementary responsibilities pertinent to the role as required.
Seeking candidates with a Bachelor’s degree or equivalent work experience in a related field, along with a minimum of 3 years of professional experience in [specific industry or role]. Proficiency in [relevant software, tools, or methodologies] is required, and familiarity with [specific regulations, standards, or frameworks] is highly advantageous. Exceptional analytical, problem-solving, and communication skills are essential, as well as the ability to work independently and collaboratively in a fast-paced environment. Experience leading projects or teams is preferred, and a commitment to continuous learning and professional development is expected.
A Bachelor’s degree in Business Administration, Finance, or a closely related discipline is required for this position.
We require a minimum of five years of professional experience in administrative, secretarial, or office support roles, with at least three of those years ideally gained within an international organization, a multilateral development bank (MDB), or a similar international setting.
Demonstrated expertise in utilizing essential office software and digital applications for tasks such as document creation, report generation, and administrative coordination.
Proficient in utilizing the company’s internal software and tools to facilitate document management, progress monitoring, and operational workflows.
Proficient in organizing information and managing records effectively, with the ability to implement and sustain structured filing systems.
Demonstrated proficiency in organizing, maintaining, and overseeing correspondence, appointments, and official documentation in a systematic and structured approach.
Ensures meticulous review of documentation to verify precise formatting, accurate content, and comprehensive coverage.
Capable of organizing and prioritizing numerous tasks and deadlines efficiently while maintaining a clear and structured approach to ensure timely completion.
Fluency in English is required, while a strong working proficiency in Arabic, French, Portuguese, Russian, or Spanish is highly advantageous.
Professionals from all national backgrounds are welcome to apply for this position; however, 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.
Prepare your application by following the designated submission method outlined below. Ensure all required documents and information are included before the specified deadline to avoid any delays in processing. The method of application will be specified in the job posting, so carefully review the instructions provided to submit your materials correctly. Late or incomplete applications will not be considered.
To submit your application, kindly utilize the provided link(s) on the company’s official website.
Qualifications
BA/BSc/HND
Experience Required
5 years
