Executive istant
Executive istant
Posted on :
02-10-2024
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1 Vacancy
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Job Description
JOB PURPOSE
Carry out day to day functioning of the executive department providing support to the Executive Director in routine coordination and implementation of its activities.
Execute all the tasks as igned related to South Asia office and follow up according to indications and MSF procedures keeping confidentiality and privacy of information.
Prepare reports and main ideas/themes of dossiers/information for meetings for Executive Director
FUNCTIONS AND RESPONSIBILITIES
Administration and Coordination
Administrative support: room and conference booking travel visa and expenses agenda and meeting requests management of signatures follow up of expense claims executive credit card bill and other reimbursements
Drafting of doents editing and formatting igned doents
Meetings practical organization: dates planning invitations practical details on site (IT room catering) agenda setting other istance as required;
Coordination with management team staff and other stakeholders of the director s office.
Meeting minutes: minutes during the meeting drafts corrections finalization follow up and sharing;
Other administration tasks as and when required
Information Management
Doentation gathering sharing and archiving of Executive files and information
Maintenance and improvement on Executive SharePoint Management groups and One Drive
Support the internal communication in the office and within MSF movement (in close collaboration with the Management Team MT).
Ensuring MSF S.A SharePoint is up to date
Planning and Reporting & support for Strategic Plan
Support the Director Strategy and the management in the collating the planning doents (Annual Plan Strategic Plan(202025) and Midyear Review Quarterly Reports 12M reports etc )
Follow up on HR and Finance on resource planning to integrate in the planning
Monitor Budget reporting for executive department and report discrepancies if any.
Support and ist Director Strategy in work related to formulation of new Strategic Plan ()
ist in organizing meetings minuting meetings updating SharePoint and coordinating work internally/externally for work on SP
Support with framework of representation
Plans and supports the preparation of meetings with other MSF offices in India and abroad
Plans and supports the preparation of meetings with external stakeholders in India and abroad
Builds and maintains good collaboration with all MSF actors in India and abroad
Builds and maintains good relationships with the Board of Directors and other relevant MSF governance bodies
Other responsibilities
Curate key doents to prepare briefing notes for MSF meetings
Other projects as igned (organizational events like TB Day H&H Summit SCI day etc )
KEY DIMENSIONS
Financial Dimensions
Responsible for executive budget as per Annual Plan
Responsible for payment of external vendors consultants and other services procured by executive department
Responsible for credit card bills expense sheets and other financial expenses for the Executive Director
KEY PERFORMANCE INDICATORS
General
Information management
Planning and Control cycle
Stakeholder management
General Administration
KEY INTERACTIONS
Executive Director
Executive Director
MSF South Asia Office Management Team
MSF South Asia Board
Other MSF senior management in the region
Relevant platform in the global MSF group (OCA MT GD Forum etc.)
Relevant platforms in the MSF movement (Core ExcomFull Excom etc.)
Sri Lankan Government other relevant Sri Lankan NGO s INGO s elished in Srilanka community groups academia and institutions
OTHER INDICATIVE REQUIREMENTS
Educational Qualifications & Functional / Technical Ss
Bachelor s degree
Relevant Experience (Type of experience and minimum number of years)
Our ideal candidate shall have a strong desire for humanitarian works with sound knowledge of the humanitarian sector and MSF.
Should have 23 years working experience preferably in secretarial / administrative areas in support of senior management
Other requirements (Behavioral Language Certifications etc.)
Uphold a strict level of confidentiality
A selfstarter with high initiative and flexibility
Ability to multitask and prioritize
Excellent written and spoken English
Experience in report writing
Excellent computer ss like MS Office teams and other IT tools
Good communication interpersonal and listening ss
Diligent and able to work independently
Team player
Selfmotivated
Willingness to travel within South Asian countries and internationally
Prior NGO /INGO experience
Competencies
Behavioral Flexibility
Commitment to MSF s Principles
Crosscultural Awareness
Results and Quality Orientation
Service Orientation
Teamwork and Cooperation
HOW TO APPLY
Please send a copy of your CV together with a letter of motivation by clicking on the link below:
Application checklist:
Please check that you have included the following in your application:
An updated CV
Letter of Motivation which is a supporting statement demonstrating how you meet the key requirements of the role.
The position is for Sri Lankan Nationals only
Last application date: 11th October 2024
Remarks: Only shortlisted candidates will be contacted.
We offer:
Contract duration is one year with a possibility of contract period extension.
A stimulating professional environment in a reputed international organization.
Compensation gross per month range LKR 244340.00 to LKR 338224.00 (final salary will depend on the scaling of the CV as per MSF criteria).
13th Month bonus (equivalent to one month gross) will be additional.
Medical: MSF provides medical reimbursement for employees and their dependents as per MSF health care policy
Employment Type
Full Time
Key Skills
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