Executive Assistant, ADG (GGP&I)

PURPOSE

• Create, organize and manage complex schedules for GGP&I Assistant Director-General (ADG) balancing priorities, avoiding conflicts and ensuring timeliness of responses
• Oversee and manage communication logs including approvals, memos and letters 
• Centrally coordinate the preparation for ADG’s mission, including a mission package, logistical arrangements and other assignments requested by ADG
• Consolidate and align the briefing information for ADG’s programs and activities;
• Oversee and integrate division wide transaction services into an effective service platform  

ENGAGEMENT

• Review, identify issues and consult with relevant departments/units on approvals including Travel, ERP, Finance, Procurement, HR, Memorandum, Letters and other business areas required;
• Advise the GGGI Country Offices on changes/updates/protocols of the abovementioned GGGI policies if needed in consultation with relevant departments/units
• Align the division-wide workshop logistics preparation in consultation with Strategy team, Office of ADG, with understanding of objectives and design of the program, identifying possible venues and accommodations, receiving quotations and raising procurement
• Prepare logistic notes and guidance for the participants to prepare their trip in accordance with GGGI’s policy and provide on-site support at the workshop
• Manage GGP&I division-wide event calendar and mission & leave calendar for GGP&I HQ team to ensure effective management of GGP&I division and efficient planning of division wide meetings/events
• Update GGP&I division organization chart in cooperation with Corporate Service team to ensure all country team information is well reflected 

DELIVERY

• Manage the logistical arrangement for GGP&I and relevant strategic workshops and/or integration gatherings
• Collaborate with other functions of GGGI to improve the delivery of integration between country offices and HQ
• Monitor the Office of the Assistant Director-General and Division activities to deliver the consistent provision of quality service operation-wide
• Assess internal procedures and identify areas where improved efficiencies are possible

REQUIREMENTS 

QUALIFICATIONS 

• Education: Minimum, bachelor’s degree in business, management, or other relevant fields
• Experience: Minimum 3 years of relevant experience in, preferably in a global organization
• Languages: Proficiency in written and spoken English is a must. 

FUNCTIONAL 

• Ability to pay attention to details while not losing the sight of a big picture
• Good communication skills, and able to articulate writing and orally in English;
• Fluency in the standard Office IT system, and office software; familiarity with HR aspect of Enterprise Resources Planning is a plus
• Ability to adapt in the evolving organizational cultures. 

CORPORATE 

Behavioral competency: 

• A good team worker
• Client focus orientation
• Professionalism
• Discretion and respect for confidentiality
• Empathy and flexibility