Grade: C
Recruitment Status: Local
Contract Duration: Two-year fixed term appointment, with the possibility of renewal
Job Profile
The role supports the efficient coordination and organization of all activities within the Regional Director's office, ensuring the smooth operation of daily business.
It provides essential administrative and secretarial support to enhance the effectiveness of the Unit and the Regional Director, while facilitating interaction with internal and external stakeholders, as required.
Duties and Responsibilities
Correspondence:
Receives, logs, reviews and distributes all incoming correspondence
Provides background information and files concerning correspondence and ensures that urgent/important items are highlighted to the supervisor's attention
Drafts correspondence in one or more languages, upon own initiative or on-the-job instructions received
Checks outgoing communications for accuracy, conformity with overall policies or instructions, and use of the correct communication channels
Classifies and distributes types of correspondence according to priority and importance
Follows up on target dates and deadlines and supports timely responses to correspondence and queries
Channels correspondence for action by the Regional Director or directly to the concerned staff, as necessary
Tracks milestone timelines for the Regional Director, including submissions of project Concept Papers, Governing Board Reports and Internal Memoranda
Document Preparation:
Prepares routine letters, memoranda, reports and similar documents, as required
Assists in the preparation of presentation and reporting materials, as required
Performs general office administrative tasks (including document preparation and digitization).
Business Meetings / Events Arrangement:
Receives visitors and telephone calls with tact and discretion, and acts according to the nature and urgency, directing them to the appropriate staff, as required
Arranges meetings, notifies participants of place, date, time, and subject
Records key discussions and prepares draft minutes for the Regional Director's approval
Makes arrangements for duty travel, prepares travel authorizations, and facilitates completion of required documentation (e.g. visas, vaccination certificates).
Coordination:
Facilitates communication, on behalf of the Regional Director, with officers inside and outside the Department/ Unit, to give or obtain information
Supports the administrative coordination of submissions in relation to reports, documents, and presentations
Supports the preparation and compilation of relevant files required for the Ministerial Council, Governing Board Meetings and Sub-Committees, as well as other high-level meetings, when necessary
Assists in arranging logistical aspects of workshops or training, as required
Knowledge and Records Management:
Maintains accurate physical and electronic document and records management systems
Ensures timely and accurate updating of relevant information in internal systems and document repositories
Tracks the status of submissions and activities, and follows up to ensure timely updates and completion
Prepares and compiles briefing materials, background documentation, and meeting files for the supervisor, ensuring completeness and accessibility
Maintains and updates contact databases of partner countries and institutions
Supports administrative processes related to approvals and documentation workflows
Supports the preparation and review of reports for formatting, consistency, and completeness, in line with institutional standards
Assists in retrieving documentation and preparing basic tables, charts, and supporting materials for reports, as required
Supports knowledge sharing and continuity by maintaining up-to-date documentation and assisting with handover of administrative processes
Generates standard reports and extracts from internal systems, as required
Assists/replaces Executive Assistants and other Assistants, as required, ensuring continuity of administrative support
Relays information between the Regional Director and other staff members of the Region/ Department
Perform additional tasks related to the job function as assigned 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
Ability to use internal systems and applications for document management, tracking, and workflow support
Strong organizational and records management skills, including maintaining structured filing systems
Ability to support the management of correspondence, scheduling, and official documentation in a structured manner
High attention to detail in reviewing documents for formatting, accuracy, and completeness
Ability to manage multiple tasks and deadlines in a structured and timely manner
Fluent in English. Good working knowledge of Arabic, French, Portuguese, Russian or Spanish is an added advantage.
While all nationalities are eligible for this role, nationals from the Member Countries of the OPEC Fund for International Development are strongly encouraged to apply. The Member Countries are: Algeria, Ecuador, Gabon, Indonesia, Iran, Iraq, Kuwait, Libya, Nigeria, Saudi Arabia, United Arab Emirates, and Venezuela.