Assistant to the Director

1. Manage, in consultation with the Administrative and Budget officer, the administrative aspects of the Office of the Director, organizing work to facilitate the overall administration of the Division.

2. During the Director’s absence, support the Administrative and Budget Officer in following up priorities established by the Director, coordinate action on urgent matters and prepare a briefing on actions taken and outstanding issues for the Director’s return.

3. Coordinate internal communications between the Director’s Office and the Division, in consultation with the Administrative and Budget Officer. Draft and circulate approved announcements, administrative updates and reminders, coordinate requests for information and maintain relevant distribution lists and communication channels.

4. Handle a wide range of complex information requests and inquiries and draft and review memoranda, correspondence and other documents for the Director’s consideration and approval. Provide input to, and assist in the preparation and drafting of, Council documents, briefing notes and other submissions, as required.

5. Contribute to divisional projects and initiatives, supporting their planning and implementation and identifying practical improvements to administrative processes.

6. Manage the administrative arrangements of meetings led by the Office of the Director establishing deadlines, coordinating contributions and monitoring the timely preparation and circulation of documents.

7. Manage the Director’s diary by providing well researched files, drawing the Director’s attention to issues related to the work of the Division and serve as the point of contact in the Office of the Director for booking meetings with internal and external officials.

8. Review incoming correspondence, attaching background materials and ascertaining priority, taking initiative and drafting replies to written enquiries when necessary. Proofread documents for accuracy, clarity and consistency.

9. Take minutes of divisional meetings, record agreed actions and prepare meeting summaries and reports as required.

10. Attend meetings of the Office of the Director to provide secretarial support and/or administrative guidance, as necessary.

11. Handle telephone and electronic enquiries, providing information within the scope of the role and referring matters to the Director or other officers as appropriate.

12. Arrange the Director’s mission travel, including itineraries, supporting documentation and liaison with the responsible administrative services.

13. Follow-up completion of performance appraisals with Heads of Sections within the Division, ensuring up-to-date records for the Director's signature.

14. Monitor and maintain annual and sick leave requests, authorized missions and other absences of Heads of Sections and Units in the Division and monitor and maintain leave requests for the Director’s Office.

15. Maintain electronic and paper records, including confidential personnel files, with appropriate version control, access restrictions and retention arrangements in accordance with established procedures.

16. Act as a principal SAP requisitioner, process travel requests for the Division creating purchase requisitions/travel trips for all temporary staff, contractual translators, consultants, interpreters and procurement of goods and services requested by the Administrative and Budget Officer and approved by the Director, checking against the proposed Divisional activities for the year and against the budget allocations. Coordinate PR.

17. Respond to queries from Sections/Units within the Division and Financial Services (FS) on all matters relating to the above functions. Review purchase requisitions and travel requests raised by the SAP purchase requisitioner alternates.

18. Support logistical arrangements in the Office of the Director to organize the Council Members election during Assembly sessions and support the organization of receptions and luncheons during the Assembly/Council meetings, handling necessary arrangements such as guest/participant lists, invitations, liaising with the catering manager etc.

19. Maintain procedural guidance and handover arrangements and, during the absence of the Administrative and Budget Officer, deputise on administrative coordination matters within delegated authority, ensuring continuity of routine divisional administrative and budget processes and following up outstanding actions. Refer matters requiring professional judgement, certification or approval to the Director or other designated officer. Perform other duties consistent with the scope and level of the post.