ü Manage the heavy calendar and prioritize multiple tasks for the effective functioning of the director’s office.
ü Ensure effective communication and documentation to and from the director’s office.
ü Provide efficient logistical support to the director’s office in terms of meetings, conferences, travels and visitors.
ü Monitor the implementation of decisions of the CMT/eCMT Meetings
ü Manage the processing of work permits, dependant passes and relocation of international staff.
ü Co-ordinate and compile background materials for high level executive meetings of the RLT, INGO forum, HCT, other regional, Global meetings and external meetings with officials from Government, UN agencies, Embassies, Donors, INGO, etc.
ü Liaise regularly with key stakeholders i.e. IH, NOs, COs, RO staff and external contacts to ensure effective information and timely actions.
ü Draft correspondence for own/CDs signature to CDs and country office staff
ü Manage all critical communications by responding and taking necessary action
ü Arrange essential mail in priority action order for CD/PM/OM attention
ü Check deadlines on incoming requests and put preliminary work in play
ü Process replies on own initiative or from CD’s dictation notes
ü Receive/respond to emails internal/external
ü Follow up on deadlines for submission of quarterly reports with respective managers and sending feedback on behalf of the CD
ü Act as initial point of contact for CD/PM/OM
ü On daily basis responds promptly t questions and follow-up on action as appropriate.
ü Update country scheduled meetings on a monthly basis and disseminate to Staff
ü Handle all inquiries within CD capacity from IH, NOs and all country staff
ü Arrange call backs to better manager CD’s time
ü Route calls to other staff as necessary
ü Taking messages as appropriate and eliciting necessary information to allow timely and accurate responses and follow-up on actions
ü Manage heavy calendar requiring interaction with both internal and external executives and assistants at IH, NOs, NGOs,
ü to coordinate a variety of complex executive meetings
ü Prepare agenda in advance for CLT/eCLT
ü Secure meeting facilities
ü Record meetings/action points and disseminate minutes
ü Assure discreet handling of all business
ü Schedule CD’s/PM/OM’s direct reports appointments for Annual Appraisals (PMS) review
ü Provide support in protocol matters and organization of meetings with officials from NGOs, GoS/HAC, Embassies, UN, INGO Forum, etc.
ü Arrange amenities as needed
ü Liaise and act as a point of contact for relevant information/enquiry from all parties external to the country Office Travel
ü Arrange travel through the travel agent – ticket, visa, travel insurance, boarding passes
ü Coordinate travel advance as requested
ü Organize airport transfers and where necessary hotel accommodation
Prepare itinerary where necessary or o