EXECUTIVE ASSISTANT

Under the guidance and direct supervision of the Assistant Director-General/Communication and Information, the incumbent provides substantive and administrative support services to the Assistant Director-General (ADG) through the efficient and discreet management of office information and documentation flow, organization of/preparation for meetings and follow-up on actions required and deadlines/commitments made, management of the ADG’s time and agenda, coordination and communications between Sector divisions, sections and units on relevant issues. This involves direct contact with staff and managers at large, contacts with high-ranking officials, both within and outside the Organization. The post requires the ability to set priorities and to organize work independently based on established guidelines and general direction from the ADG.

•  Organize the work of the ADG’s office with respect to communications, meetings and workflows; provide substantive and administrative support in managing the ADG’s programme of work and ensure his/her participation in meetings and events, as planned; coordinate and follow up effectively and efficiently. Facilitate interaction and information flow between ADG and staff members of the Sector concerned; identify and bring sensitive and urgent matters to the attention of the ADG and the Sector staff; disseminate and provide information and guidance to staff at all levels within the Sector ensuring understanding of intent and deadlines. 
• Take full responsibility for ADG’s time management and scheduling with appropriate consultation as required; arrange appointments and maintain ADG’s agenda; serve as first point of contact and liaison with senior officials; receive visitors (often high-ranking); place and screen telephone calls and answer enquiries; effectively prioritize and resolve related competing demands.
• Organize and facilitate the administrative work of the office including establishing and improving internal procedures and tracking systems for correspondence and documents; verify that the work is done in accordance with corporate standards and within established deadlines; monitor work progress and cases of priority and concern to the ADG. 
• Organize high-level meetings including taking responsibility for the finalization of the agenda, invitations, the production and distribution of documentation, note taking and preparation of minutes of meetings as well as follow-up on required actions. 
•  Research, compile and summarize background materials for use in preparation of reports, briefings, speeches; scan information sources to identify issues of interest to the supervisor; support the ADG in preparing materials and presentations for official trips/special meetings including Executive Board/ General Conference, CEB, HLCM, HLCP, etc.; independently handle a wide range of complex information requests and queries; draft responses to a diverse and wide range of correspondence and other communications; communicate sensitive information to senior management and coordinate responses to sensitive/complex inquiries on behalf of the ADG. 
• Follow up on the preparation by staff of reports, correspondence, briefing notes and other documents for the ADG; exercise quality control function for the outgoing documents; proof-read, edit and review texts for adherence to format, grammar, punctuation and style, in accordance with standard practices and protocol; prepare correspondence for the supervisor’s signature, and make informal translations, as applicable.