Administrative Assistant

Job Profile:

The role supports the efficient coordination and organization of all activities within the Regional Director’s office, ensuring the smooth operation of daily business. It provides essential administrative and secretarial support to enhance the effectiveness of the Unit and the Regional Director, while facilitating interaction with internal and external stakeholders, as required.

Duties and Responsibilities:

Correspondence

• Receives, logs, reviews and distributes all incoming correspondence
• Provides background information and files concerning correspondence and ensures that urgent/important items are highlighted to the supervisor's attention
• Drafts correspondence in one or more languages, upon own initiative or on-the-job instructions received
• Checks outgoing communications for accuracy, conformity with overall policies or instructions, and use of the correct communication channels
• Classifies and distributes types of correspondence according to priority and importance
• Follows up on target dates and deadlines and supports timely responses to correspondence and queries
• Channels correspondence for action by the Regional Director or directly to the concerned staff, as necessary
• Tracks milestone timelines for the Regional Director, including submissions of project Concept Papers, Governing Board Reports and Internal Memoranda

Document Preparation 

• Prepares routine letters, memoranda, reports and similar documents, as required
• Assists in the preparation of presentation and reporting materials, as required
• Performs general office administrative tasks (including document preparation and digitization)

Business Meetings / Events Arrangement

• Receives visitors and telephone calls with tact and discretion, and acts according to the nature and urgency, directing them to the appropriate staff, as required
• Arranges meetings, notifies participants of place, date, time, and subject
• Records key discussions and prepares draft minutes for the Regional Director’s approval
• Makes arrangements for duty travel, prepares travel authorizations, and facilitates completion of required documentation (e.g. visas, vaccination certificates)

Coordination

• Facilitates communication, on behalf of the Regional Director, with officers inside and outside the Department/ Unit, to give or obtain information
• Supports the administrative coordination of submissions in relation to reports, documents, and presentations
• Supports the preparation and compilation of relevant files required for the Ministerial Council, Governing Board Meetings and Sub-Committees, as well as other high-level meetings, when necessary
• Assists in arranging logistical aspects of workshops or training, as required

Knowledge and Records Management

• Maintains accurate physical and electronic document and records management systems
• Ensures timely and accurate updating of relevant information in internal systems and document repositories
• Tracks the status of submissions and activities, and follows up to ensure timely updates and completion
• Prepares and compiles briefing materials, background documentation, and meeting files for the supervisor, ensuring completeness and accessibility
• Maintains and updates contact databases of partner countries and institutions
• Supports administrative processes related to approvals and documentation workflows
• Supports the preparation and review of reports for formatting, consistency, and completeness, in line with institutional standards
• Assists in retrieving documentation and preparing basic tables, charts, and supporting materials for reports, as required
• Supports knowledge sharing and continuity by maintaining up-to-date documentation and assisting with handover of administrative processes
• Generates standard reports and extracts from internal systems, as required
• Assists/replaces Executive Assistants and other Assistants, as required, ensuring continuity of administrative support
• Relays information between the Regional Director and other staff members of the Region/ Department

Perform additional tasks related to the job function as assigned by the Regional Director.

Qualifications and Experience:

• A Bachelor’s degree in Business Administration, Finance, or a (closely) related field
• A minimum of five (5) years of professional experience in administrative, secretarial, or office support roles, of which preferably at least three (3) years should have been in an international organization, multilateral development bank (MDB), or a comparable international environment
• Proficiency in standard office and digital tools for document preparation, reporting, and administrative support
• Ability to use internal systems and applications for document management, tracking, and workflow support
• Strong organizational and records management skills, including maintaining structured filing systems
• Ability to support the management of correspondence, scheduling, and official documentation in a structured manner
• High attention to detail in reviewing documents for formatting, accuracy, and completeness
• Ability to manage multiple tasks and deadlines in a structured and timely manner
• Fluent in English. Good working knowledge of Arabic, French, Portuguese, Russian or Spanish is an added advantage.

Competencies:

• Collaboration and Teamwork - Ability to effectively collaborate with colleagues, stakeholders (internal and external), and partners from diverse backgrounds, cultures, and perspectives to achieve shared goals.
• Effective Communication - Ability to articulate ideas and information clearly and persuasively across various channels and audiences, integrate communication best practices, and ensure messages are tailored, culturally sensitive, and impactful, promoting active listening and feedback mechanisms.
• Results-Orientation - Ability to effectively achieve results through proactive ownership, decisive action and strategic planning. ensuring goals are met within specified timeframes and in alignment with OPEC Fund’s strategic direction
• Learning Agility and Adaptability - Ability to swiftly learn, unlearn, and adapt to changing circumstances and emerging challenges, with a commitment to continual growth through embracing new ideas, technologies, updating functional expertise, and facilitating organizational resilience
• Stakeholder and Impact Focus - Ability to prioritize and address the needs and expectations of diverse stakeholders to achieve sustainable impact through stakeholder mapping, ensuring effective relationship management, transparent and timely communication, and aligning their contributions with OPEC Fund’s mission to deliver long-term, positive outcomes
• Accountability - Ability to take responsibility for one's actions, decisions, and their outcomes, demonstrating integrity and reliability, adhering to established internal controls, setting clear expectations, and maintaining a high standard of ethical behavior.