The Executive/Administrative Assistant to the Secretary General - Head Office

Oslo

Organization: NRC - Norwegian Refugee Council
Location: Oslo
Grade: Administrative support - Administrative Services and Support - Generally no need for Higher Education
Occupational Groups:
- Operations and Administrations
- Administrative support
- Emergency Aid and Response
- Administration / Office work
Closing Date: Closed

The Norwegian Refugee Council (NRC) is a non-governmental, humanitarian organization with 60 years of experience in helping to create a safer and more dignified life for refugees and internally displaced people. NRC advocates for the rights of displaced populations and offers assistance within the shelter, education, emergency food security, legal assistance, and water,sanitation and hygiene sectors.

The Norwegian Refugee Council has approximately 5000 committed and competent employees involved in projects across four continents. In addition, NRC runs one of the world’s largest standby rosters -NORCAP, with 650 professionals, ready to be deployed on 72 hours notice when a crisis occurs

The Executive Assistant to the Secretary General is responsible for organising the Secretary General’s schedule and correspondence, preparing meetings and travel, and for providing other administrative support to the SG as needed.

Job description

- Manage the SG’s calendar
- Responsible for practical aspects of the SG’s meetings, including preparation of meeting rooms and organising catering/refreshments. Assist the Head of the SG Office in preparations for and follow up of meetings as needed, incl. coordination of input from relevant Departments and Country Offices.
- As delegated by the Head of the SG Office, coordinate input and assist in preparing the SG’s presentations
- Organise practical aspects of SG field missions, incl. travel arrangements and preparation of mission folder
- Organise and prepare internal and external communication from the SG and SG Office, incl. official correspondence and the SG’s page on Workplace, in coordination with the Head of SG Office.
- Responsible for organising the SG’s personal office, including archiving of documents and technical support
- Contribute to the development of continually improved routines and processes at the SG office according to the LEAN principles
- Be a back-up for the Board Secretary and Administration Adviser when needed
- Other necessary tasks, as delegated by SG or Head of SG office, temporary or permanent

Qualifications

- Relevant higher education
- Professional experience in planning, coordination and administrative positions. Experience handling diplomatic/protocolary issues is an asset.
- Relevant experience within the humanitarian field is not a prerequisite, but an asset
- Fluency and excellent writing skills in both English and Norwegian
- Excellent organisational skills
- Documented ability to deliver precise and accurate work according to tight deadlines
- Proactive attitude and ability to work independently and as part of a team
- High degree of flexibility and service attitude, ability to change agenda and focus in order to be able to handle ad hoc situations and tasks. Personal suitability to the position will be emphasized.

Personal qualities

- Planning and delivering results
- Working with people
- Communicating with impact and respect
- Coping with change

We offer

- Commencement: As soon as possible
- Duration: Until June 2018, with possibility for extension
- Salary/benefits: According to NRC’s general directions
- Duty station: Oslo

This vacancy is now closed.
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