Job Description and Requirements
Main purpose of the position
The Executive Secretary will provide all secretarial, technical, administrative and logistical services including correspondence, appointments, personal travel arrangements, communications, and documentation in the office of the Director General.
Provide secretarial and administrative support to the Director General;
Draft responses to various official correspondences in English and Arabic;
Responsible for the overall management responsibilities in the office of the Director General;
Preparations for the Executive and Management Committee meetings;
Prepare for Alliance/Consortium meetings, CGIAR/donors activities and international events;
Assist in the planning and preparation of other virtual meetings;
Translation of documents English/Arabic as and when required;
Work closely with Board Secretariat and Senior Management/ Unit Heads to ensure efficient work flow;
Responsible for the filing system of all correspondence, technical and financial reports;
Responsible for keeping records of Collaborative Agreements/Memorandum of Understanding with the host countries and other external agencies;
In-charge of the filing system of all correspondence, technical and financial reports.
Liaise with program secretaries and staff to follow-up on work requests.
Responsible for the preparation of travel authorization, leave requests and expenses as deemed necessary.
Any other responsibilities assigned by the Director General.
Education, qualifications and experience
Bachelor degree with minimum 6 years’ experience in secretarial and administration functions with at least 3 years’ experience assisting CEO/ Senior Management;
Excellent command of English and Arabic; written and spoken;
Should have advanced level skills in Microsoft Office, Microsoft Outlook, and web applications;
Willingness to learn, take responsibility and work with minimum supervision.
The position requires a high degree of integrity, discretion and confidentiality.