Recruitment of one (01) Senior Assistant

Recruitment of one (01) Senior Assistant

Is responsible for the development and scalability of high-quality, innovative programs, working closely with Congo Basin country offices in a supporting role, and with relevant department heads globally to ensure program quality and compliance.

1. Main mission

The purpose of the Executive Assistant (EA) position is to maximize the effectiveness and efficiency of the operation of the Regional Director’s (RD) areas of responsibility by providing professional administrative support and facilitating necessary actions. The Executive Assistant is responsible for coordinating and managing the activities of the Regional Director for the Congo Basin. These activities include the preparation of written and oral communications, coordination of meetings, agenda, scheduling and organization of travel, drafting of correspondence, reports and summaries. The EA will take care of special projects assigned by the DR and may represent him at certain meetings and during other daily activities.

III. Specific responsibilities and tasks:

Provide direct support to the Regional Director, including receiving and directing/assisting correspondence and visitors, handling telephone calls and enquiries, scheduling and maintaining calendar and appointments, screening, analyzing and preparing replies to incoming correspondence, dealing with day-to-day public relations.

Anticipate and prepare research and briefing materials prior to appointments and presentations. Write the related correspondence and follow up if necessary;

Prepare draft documents, letters and reports – edit and revise documents written by others for distribution by the Regional Director;

Manage and update the Regional Director’s agenda and report urgent correspondence;

Plan and coordinate logistics for the Regional Director’s participation in internal and external events. Assist the Regional Director in travel planning and ensure that the required logistical elements (flights, visas, travel advance, travel request, itinerary table + contacts, letter of invitation, hotel confirmation, travel documents related) are up to date;

Take minutes of Regional Director meetings and calls as required;

Follow up on partner invitations and, in consultation with the Regional Director, ensure WWF representation;

Maintain and manage the Regional Director’s leave schedule;

Control the expenses of the Regional Director and take the necessary measures;

Manage the process of convening briefings and meetings and verifying the availability of staff;

Schedule RMT meetings, catch-ups and evaluations for all direct reports of the Director;

Take minutes of RMT meetings and follow up on action points;

Schedule and coordinate regular RMT meetings;

Archive the minutes of RMT meetings and other documents requested by the auditors;

Manage the flow of information between the Regional Director’s office and the country offices as well as other internal stakeholders;

Serve as the main point of direct administrative contact and liaison with other offices, individuals and external organizations and agencies on a range of specific issues; organize and facilitate meetings and preparation for meetings as required;

Coordinate the issuance of signing authority to Country Directors for contracts that exceed their signing limit. Coordinate the issuance of signing authority from WWF-Int’l for the Managing Director/Chief Operating Officer to sign contracts that exceed his signing limit;

Exercise initiative and judgment to ensure that matters requiring attention in the Regional Director’s absence are referred or delegated to the correct office/person to minimize the effect of the Regional Director’s absence ;

Assist the Regional Director in responding to inquiries about WWF projects/programs in the Congo Basin;

With other executive/administrative assistants as appropriate, provide support to RMT members at large and in a proportionate manner as needed;

Act as a PO super user in Oracle to support in the absence of the administrative assistant, operations: Create requisitions & purchase orders, receive goods, close modules, update approval groups.

Any other task assigned by the Regional Director, including any special short-term project;

1. Profile:
2. Qualifications Required

A university degree in business administration, communications or a related field; a master’s degree in business administration is an advantage;

At least five years of professional experience in a reputable international NGO in a similar or equivalent position;

Proven previous experience in director-level position support functions in international development organizations, and/or other related fields;

2. Skills and abilities required

Excellent organizational and prioritization skills, with an eye for detail;

Proactive attitude and ability to take initiative and work independently;

Good interpersonal, teamwork and networking skills;

Strong oral and written communication skills;

Operational level English and French (written and oral);

Proficiency in a variety of computer software and content creation applications;

Knowledge of social media trends for advanced or professional use;

An interest in the field of nature conservation and natural resource management is an asset;

Knowledge of the evolving Congolese/international media landscape.

Adhere to the mission and values ​​of the WWF organization: Courage, Integrity, Respect & Collaboration.

How to apply:

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Interested candidates must email a cover letter (with at least 3 references), a curriculum vitae and the ONEM job seeker card to the link below until September 11, 2023:

LinkedIn: https://www.linkedin.com/jobs/view/3701852983/?capColoOverride=true

We thank you in advance for your interest in this position.

Only the preselected candidates will be contacted.

Applications from women are encouraged. WWF is an equal opportunity employer committed to a diverse workforce.

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