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Mercy Corps-Syria Response Office
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Regional Director Executive Assistant - Regional Office

الوصف ومتطلبات الوظيفة

About Mercy Corps:

Mercy Corps is a leading global organization powered by the belief that a better world is possible. In disaster, in hardship, in more than 40 countries around the world, we partner to put bold solutions into action — helping people triumph over adversity and build stronger communities from within. Now, and for the future.

Program/Department Summary:

Mercy Corps implements a variety of programming throughout the Middle East in response to the diverse humanitarian and long-term development needs of the region. Mercy Corps has ongoing programs in Syria, Yemen, Iraq, Jordan, Lebanon, and Palestine. Mercy Corps is committed to delivering high quality and impact programming that reaches communities or individuals in need. Over the next 3 years the focus for Mercy Corps in the Middle East is to continue and build our strong reputation as leaders in humanitarian response, resilience, youth employment, and context analysis/information.

Position Summary:

The Executive Assistant will perform a wide range of administrative and office support activities for the Regional Director in order to facilitate the efficient operation of the organisation. The Executive Assistant will maintain excellent communications and management systems that enable the team to perform at the highest possible level in terms of workflow, product, and creativity.

Essential Job Responsibilities:

Administrative Duties:

Provide primary administrative support to the Middle East Regional Director.

  • Handle the flow of information in and out of the Regional Director’s office, manage expectations, troubleshoot and pre-solve issues when appropriate while also advising team members on the best way to connect with the Regional Director on critical matters.
  • Arrange travel, insurance, visas, accommodation and co-ordinate meeting/ schedules for external contacts and visitors to the region from within the organization when required.
  • Co-ordinate and maintain the Middle East Regional Director’s diary including appointments and travel schedule. This will involve coordinating meetings across multiple time zones.
  • Provide support in email management for the Regional Director.
  • Arrange travel, visas and accommodation for the Regional Director.
  • Implement and maintain a filing system for the Regional Director’s confidential files.
  • Manage the Regional Director’s approvals inclusive of routine payments and expense reports.
  • Gracefully and diplomatically represent Mercy Corps internally and externally.

Communications:

  • Maintain and update the Middle East Regional Director’s contacts and influencer lists, and emergency contact lists.  
  • Under the direction of the Middle East Regional Director support with written communications in Arabic and English.
  • Provide support to the Middle East Regional Director on various social media channels.
  • Help to coordinate and facilitate the Middle East Regional Director’s speaking engagements and media appointments internally and externally in coordination with the Regional Communications and Media Advisor, and other relevant team members.
  • Maintain updated team descriptions and staff information on The Hub.
  • Add new team members to org chart and relevant team distribution lists.

Event Management:

  • Assist the Middle East Regional Director with the preparation and execution of any engagements and events run by Mercy Corps in the region.
  • Provide support pulling together research, presentations and talking points in advance of the Middle East Regional Director’s participation in major events.
  • Capture key takeaways and necessary follow up required following major events.
  • Help coordinate meetings and conferences including arranging suitable dates, times, venues & catering, and travel & accommodation for facilitators and other attendees, when required.

Supervisory Responsibility: None
Accountability:
Reports Directly To: Regional Director.
Works Directly With: Deputy Regional Director, other Regional team members, and country-administrative and support staff members.

Knowledge and Experience:

  • BA/S in International Development or related field highly preferred.
  • Three to five years of demonstrated experience in providing administrative/coordination support.
  • Proven ability to communicate effectively with colleagues from various backgrounds and cultures. Proficiency with MS Office software required (Outlook, Word, Excel, PowerPoint).
  • Fluency in conversational and written Arabic and English is a must.

Success Factors:

  • Excellent planning and organisational skills with an ability to prioritize under pressure of deadlines.
  • Proactive and able to work on own initiative and under stress.
  • A problem solver, adept in successfully dealing with issues of complexity.
  • A skilled communicator, able to develop and utilize strong relationships with staff, partners and donors at all levels.
  • Trustworthy with an ability to keep all confidential matters to her/himself.
  • Light hearted with a sense of humour is greatly appreciated.
  • A demonstrable passion for, and a clear empathy with, the agency’s aims and values

Duration Of Position: 12 Months 
The Deadline to submit your application is May 2nd, 2019

Mercy Corps Team members represent the agency both during and outside of work hours when deployed in a field posting or on a visit/TDY to a field posting. Team members are expected to conduct themselves in a professional manner and respect local laws, customs and MC's policies, procedures, and values at all times and in all in-country venues.

“Fostering a diverse and open workplace is an important part of Mercy Corps’ vision, and we encourage people from all backgrounds, especially women, to apply.”

Only short listed candidates will be contacted for an interview.