• Efficient and discreet management of the Directors’ schedules
  Organization of regular and ad-hoc meetings; preparation of minutes and summaries of actions to be taken; tracking of progress on planned issues; follow-up with focal points.
  
• Organization of special AFO Regional events, such as workshops, luncheons, receptions for governments, UN agencies, governmental/non-governmental organizations and other partners;
  
• Establishment of an effective network and exchange of information with internal partners and important business clients;
  
• Screening of all incoming communications, filter outgoing correspondence for supervisor’s signature, clearance and further action by other staff; wherever possible;
  
• Adherence to appropriate protocol and correspondence guidelines by the office team when communicating with Government and other external partners;
  
• Establishment and maintenance of all hard copy and electronic files, reference materials and confidential records as required, and evaluation of information for retention or disposal;
  
• Coordination of the information flow in the office and dissemination of corporate and interoffice communication to staff as required.
  
• Drafting of routine correspondence, interoffice circulars, general briefing notes, documents, reports, and minutes of meetings when requested, translations when required.
  
• Preparation of spreadsheets, database files, presentation slides and tables ensuring appropriate style and accuracy of information. 
  
• Management of the Deputy Regional Director/Regional Director’s missions and representation schedule, as well as related travel arrangements.
  
• Preparation of high quality briefing materials for the Deputy Regional and Regional Directors for appointments, meetings, missions.
  
• Work as a back up to the Administrative Associate.
  

• High school diploma is required. Specialized secretarial training or office management a significant asset.
  
• 5 to 7 years of progressively responsible secretarial, administrative, programme experience is required at the national or international level.
• Experience in the usage of computers and office software packages (MS Office 2003 and/or newer versions), experience in handling of web-based management systems.
  
• Fluency in written and oral English required. Knowledge of French is significant asset. 

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