تعلن منظمة كير الفرنسية في الاردن عن حاجتها الى :
Executive Assistant to the Country Director / CARE International in Jordan
CARE International seeks a world of hope, tolerance and social justice, where poverty has been overcome and all people live with dignity and security. In Jordan, CARE will be recognized for its commitment to the humanitarian protection and empowerment of communities especially women and girls, where rights are secured, and human potential fulfilled for all.
CARE in Jordan leads humanitarian protection, economic empowerment, and civic engagement interventions for women and girls from poor and vulnerable communities in the fight to overcome poverty, gender based violence, and social injustice. We nurture accountability, leadership and political will internally and among our partners to achieve this mission.
CARE values equality, integrity, transformation, excellence, diversity, and respect for the dignity and worth of every human being, where we affirm the dignity, potential, and contribution of all; communities we work with, partners, donors, and staff.
CARE International established a presence in Jordan in 1948, created in the wake of the Palestinian refugee crisis. Over 70 years later, CARE has served the needs of the Palestinian, Iraqi, Somali, Sudanese, and now Syrian refugee communities.
CARE’s scope of work has evolved from emergency response to long-term development programming, now encompassing an Urban Refugee Protection Program, the Azraq Camp Program, and the Sustainable Development Program. In late 2016, CARE created its Strategy- Business Plan 2017-2020, defining CARE’s program goals to fight poverty and inequality by 2020.
CARE International in Jordan has a vacancy for the post of Executive Assistant to the Country Director Scope of Work:
The Executive Assistant provides a high level of support to CARE Jordan’s Country Director. In addition to the usual demands of an Executive Assistant role, the post-holder will be expected to pro-actively work along-side the Director to deliver his objectives and those of the organization. The Executive Assistant should be experienced in handling a wide range of administrative and executive support-related tasks. The Executive Assistant is a highly resourceful team-player, who is comfortable working in a fast-paced environment, exercising judgment, sometimes under pressure, while remaining flexible, proactive, and efficient. The individual should have the ability to exercise good judgment in a variety of situations, with strong English and Arabic written and verbal communication, administrative, and organizational skills, and the ability to balance multiple priorities. Discretion and protecting confidentiality are essential to this role.
Under the guidance and supervision of the Country Director, the Executive Assistant provides a variety of executive administrative support in the Office. S/he facilitates the efficient flow of information and communication within the Office to ensure expeditious dissemination of information and timely actions.
Responsibilities and Tasks
Provides administrative support to the Country Director:
- Provides administrative support to ensure the smooth and efficient functioning of the Country Directors’ front office;
- Coordinates the efficient and discreet management of the Country Director schedule;
- Coordinates calendar and schedule of regular and ad-hoc internal meetings, including Senior Management Team, Program and staff meetings; prepares minutes and summaries of actions to be taken; tracks progress on planned issues; ensures follow-up with focal points;
- Adheres to appropriate protocol and correspondence guidelines when communicating with Government and other internal and external partners;
- Assembles briefing materials and prepare power-points and other briefs for the Country Director;
- Coordinates travel planning and logistical support arrangements for official missions of the Country Director;
- With guidance from the Program Support unit, undertakes logistical administrative and financial arrangements, for meetings, events and workshops organized by the Country Director;
- Administers and manages the Country Director leave plans;
- Maintains the roster of the Country Director contacts for easy access and reference.
- Completes a broad variety of administrative tasks for the CD including supporting the preparation of all types of documentation, this includes but is not limited to completing travel expense reports (TER), Personal Activity Report (PAR); composing and preparing correspondence; arranging travel plans, itineraries, and agendas
- Support the CD in timely arrangement and documentation of annual performance planning processes
- Demonstrating leadership to maintain credibility, trust and support with senior management and CARE staff.
Facilitate effective communications and information management support:
- Maintain all incoming/outgoing communications, filters correspondence for supervisor’s signature, clearance and further action by other staff; wherever possible
- Facilitates the flow of information/communication between the Country Director Office and other Units within and outside CARE;
- Reviews, prioritizes and routes correspondence to and from the Office of the Country Director. Follows-up action and keeps the Country Director informed;
- Reviews correspondence for proper internal clearances prior to the Country Director signature;
- Responds and/or directs inquiries to the appropriate department for timely action and/or response;
- Maintains and organizes up to date hard and electronic files for easy access and retrieval. Ensures safekeeping of confidential materials.
- Works and coordinates closely with program support unit to ensure compliance with CARE guidelines and policies.
Support to external relations activities:
- Supports the Country Director’s interaction with various external partners such as governmental officials, donors, civil society, UN agencies and other partners through collaborative and proactive relationship with counterparts and colleagues in those offices;
- Responsible for logistical matters, receives high ranking officials, and answer calls/inquiries with tact and discretion.
- Organizes official events/hospitality for the Country Director.
- Able to undertake background research, compile and analyze data and provide summaries to the director.
Provide executive support to the senior management team (SMT):
- Support the preparation of senior management team (SMT) meeting’s agenda, attend and prepare the meeting minutes for sharing with SMT members
- Follow up with individual SMT members on action points
- Documentation of planning processes for the SMT;
- Assist the SMT in the quarterly revision of the “Functions, Performance Standards, Indicators, Assessment and Actions Required” and other documentation for HQ and RMU
- Maintenance of files on key topics as required.
Support development of and review of documentation:
- Support editing and layout of different reports and communication documents where requested
- Preparation of reports to HQ; including support to collating information for sitreps and other updates
- Translate documents from Arabic to English and English to Arabic when needed.
- Organize and file internal documentation and communication materials.
Qualifications and Requirements:
- Bachelor’s degree in Social Studies, Political Science, Business Studies or another relevant field. “Preferable Master’s degree in relevant fields”.
- Minimum 5 years related experience preferably with some experience in a UN agency or NGO.
- Fluent communication in both Arabic and English
- Work as team player with people from different cultural backgrounds
- Must be guided by sound ethical principles and transparency
- Excellent interpersonal skills
- Excellent numerical skills to maintain accurate records
- Flexibility and practical approach to the work, efficient and able to handle multiple responsibilities.
- Excellent & efficient in the use of Office 365.
Required Competencies:
- TRANSFORMATION
- INTEGRITY
- DIVERSITY
- EQUALITY
- EXCELLENCE
CARE Core Competencies:
- Respect.
- Integrity.
- Commitment to Service.
- Excellence.
- Diversity.
Other desired Competencies:
- Accountability
- Building Commitment.
The contract duration will be for 1 year with possibility of extension. This advertisement will remain open until Feb 11 ,2020. The position is intended for Jordanian nationals.
CARE International in Jordan places human dignity at the center of its relief and development work. At the heart of CARE’s efforts to impact poverty and social justice is its engagement with marginalized
communities, and vulnerable adults and children.
CARE International in Jordan is an Equal Opportunity. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, or disability.
CARE is committed to safeguarding and promoting the welfare of children, young people and adults and expects all staff and volunteers to share this commitment. We will do everything possible to ensure that only those that are suitable to work within our values are recruited to work for us.
How to apply:
To apply, please send your CV and write the position name in the subject to :
jorcarehr@care.org