Job Summary

The Regional Office (RO) exists to create cohesion in leadership, management, support and collaboration for countries in the Middle East and North Africa Regin. Reporting to the Regional Business Services manager with dotted lines to the Regional Director, this position is responsible for providing comprehensive support to the Regional Director and RMU Executive team; will perfrm a variety of administrative, coordination, communication and liaison services for the Regional Director and Senior Regional team, including working remotely with colleagues in the wider International Program Office. The RO exists to support effective coordination of three leadership structures, including the Directors' group (Core executive management team), Senior management team (SMT) and the Regional Leadership Team (RLT). Other team engagements will be the regional staff, RO hosted CARE staff and shared calendars. The Sr. Executive Officer will act as the point of contact among executives, staff and other external partners and will support effective coordination of the above teams, proactively working across teams to build the needed solutions to enable decision making by associated teams while effectively communicating to relevant parties. The role organizes and coordinates support for key team meetings, taking full charge of updating the team calendar and ensuring it is easily accessible and referred to by all RO staff for their planning and ensuring alignment with organizational business processes and key related events. The role requires high level of independent follow through and initiative, knowledge management and planning to be able to pull together good and effective execution of management ideas and decisions that achieve desired results. The incumbent will exercise sound judgement and discretion, maintain strict confidentiality, independently assess and resolve complex situations/problems and have the flexibility to respond to shifting priorities and great frequency. The incumbent will be the official liaison point for MENA Regional Office. To be successful in this role, you should be well organized, have great time management skills and be able to act without guidance. Ultimately, the incumbent will contribute to the efficiency of the business by providing personalized and timely support to the Regional Director and other executive members, as may be required from time to time.

The role is assigned to be a focal point for the MENA region for high profile visitors; organize the workshops and various meetings; collect and organize the information, documents and files and prepare the presentations.

The incumbent deals with customers with maturity, tact and diplomacy.

Responsibilities and Tasks

Job Responsibility 1

Executive administrative support to the Regional Director and Regional executive core team

%50 of time:

• Work closely with the RD to keep him/her informed of upcoming commitments and responsibilities, following up appropriately. Act as a "barometer", having a sense for the issues taking place in the environment and keeping the RD updated. Anticipate RD's needs in advance of meetings, conferences etc.
• Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the Regional Director
• Responsible for a broad variety of administrative tasks for the Regional Director including managing an extremely active calendar of appointments; supporting correspondence that is sometimes confidential; take notes for key meetings and assist with related follow-up tasks and reminders; compiling documents for meetings, collect and/or prepare and distribute background materials for meetings and events.
• Serves as liaison to RO as needed, to hasten and coordinate critical support for RO key events and for the Regional Director.
• Support the Regional Director in daily administrative needs, locating technical resources
• Arrange complex and detailed travel plans and itineraries; manage logistics and act as a liaison for events, meetings and travel arrangements and preparing expense reports.
• In consultation with the Regional Director, develop annual calendar of events (meetings, field visits, etc.), ensuring alignment with annual business processes and related deliverable, and assist with preparing related agendas.
• Manage information flow in a timely manner.
• Produces executive summaries and background materials as needed.
• Develop content for and/or edit Power Point presentations and documents, as necessary.
• Support the preparation of meetings and other engagements, such as by generating background information.
• Coordinate to get the Regional Director's signatures/approvals for time and expense reports, contractual and other documents.
• Support with internal and external communications for the Regional Director, drafting emails or other communications, and preparing other materials.
• Provide high-quality, courteous, and rapid responses as needed.
• Support other various initiatives and priorities of the office of the Regional Director as needed

Job Responsibility 2

Information management support to Regional Director and Regional executive core team

%25 of time:

• Communicate messages and share announcements and news with RMU team and other offices.
• Communicate and coordinate with all staff in RO on items that needed actions by all RO staff
• Focal point for communications with RMU office and MENA region (announcements and news)
• Update the email groups lists for MENA RMU when staff join or leave
• Support in protocol matters and organization of meetings with officials from government, NGOs, UN, embassies etc. for the regional office
• Identifies and compiles necessary materials ahead of time to ensure that the RD has appropriate information for meetings, reports, presentations, events and special projects on the calendar
• Liaises and acts as point of contact for relevant information /enquiries from all parties external to the Regional Management unit
• Acts as a liaison between the office of the RD and other departments/staff within the organization for all meetings on the RD's calendar
• Research, compile, summarize and analyze information to formulate correspondence and respond to inquiries from internal and external audiences
• Proactively maintain team files, resource and knowledge repositories, as well as web-based platforms
• Leads the coordination of RO calendar and in diarizing Regional Director's calendar as needed

Job Responsibility 3

Administrative support for the meetings, workshops and events

%20 of time

• Provide support for the Regional Leadership Team (RLT) members which includes all country directors; arrange their face-to-face meetings and workshops in different locations in the region, attend and share monthly meeting minutes and key points and materials discussed
• Arrange RLT face to face meetings for all participants; attend RLT meetings, take minutes of meetings and circulate as appropriate, ensure follow up on action points
• Support organizing regional workshops, scheduling meetings and taking notes
• Responsible for successful coordination and execution of both internal and external meetings/events, this may include townhalls, conferences, webinars, workshops, retreats and learning events
• Providing logistical support for events, including selecting venue, managing communications and travel arrangements, monitoring expenses, coordinating with consultants/vendors (e.g. translators, caterers, etc.), creating and distributing event-related materials, such as terms of reference, agendas, notes, and reports.
• Facilitate and coordinate high profile visits and donor meetings
• Schedule meetings for visitors (Donors, CARE colleagues and management) to MENA RMU, CSCO and C/Jordan when needed
• Supports annual business planning by coordinating and tracking
• Liaises with meeting sponsors for meeting coordination, quarterly reflections, RLT, SMT meetings, ensuring meeting cohesive coordination of calendars, meeting content and facilitators
• Working with relevant chairs, manages meeting agenda to ensure time management and ensuring confirmed agenda, shared pre-reads and availability of agenda leads
• Leads in RO's calendar coordination and updates to the whole team ensuring that other functions are booking events with good lead time and the calendar is easily accessible for reference with the team
• Keeps sight of all key meetings, both external and internal to ensures good time management
• Summarizes action points of meetings well and follow through the relevant actors to deliver management decisions in a timely manner
• Communicates key takeaways from management meetings to RO teams as appropriate

Job Responsibility 4

Other duties and Responsibilities assigned by the supervisor

%5 of time:

• Cover other RMU support staff members’ tasks during their absence
• Special tasks/assignments as per RMU leadership needs and priorities

Internal Relationship:

Senior RMU Staff

External Relationship:

COs – HQ / CI

Qualifications (Know How)

Education Degree / Trainings

Required:

Desired:

•           Flexibility in accepting work assignments

•           Work as team player with people from different cultural backgrounds

•           Must be guided by sound ethical principles and transparency on work

•           Good interpersonal skills

•           Good numerical skills to maintain accurate records

•           Project Management qualification and/or experience

•           Events Management Training

•           Secretarial training

Technical Experience / Technical Skills

Required:

Desired:

Core Competencies

CARE has 5 Core Competencies that all staff are expected to demonstrate and 2 Leaders Competencies expected of those in management and leadership positions.

 Relationship Building

 Dynamic Learning Mindset

 Delivering Results

 Communication

 Inclusion    

Functional Competencies

Communication:

• Actively listens and learns through observation.
• Demonstrates interest in the thoughts and feelings of others.
• Checks own understanding of others' communications by repeating, paraphrasing or asking clarifying questions.
• Demonstrates self-control in stressful situations.      
• Able to share a clear and concise message in the language most appropriate to their context        

Relationship Building:

• Asks questions to identify shared interests, experiences, or other common ground.
• Shows an interest in what others have to say; acknowledges their perspectives and ideas.
• Expresses gratitude and appreciation to others who have provided information, assistance, or support.
• Takes time to get to know co-workers and the work they do.
• Begins to build relationships with employees in other departments

Delivering Results:

• Prioritizes work to deliver objectives on time and to the highest standard.
• Follows direction and seeks clarification when required.
• Brings forward any obstacles or challenges to work completion in a timely manner so deadlines continue to be met.
• Manages own time and follows through on commitments, using the resources available to them.

Inclusion:

• Respects the uniqueness of individuals.
• Listens to others’ points of view with an open mind and with empathy.
• Understands the impact of their own actions and how others might perceive them.
• Speaks up and challenges non-inclusive behaviors and work practices.
• Actively seeks to learn about the various cultural contexts in which CARE operates.

Dynamic Learning Mindset:

• Actively seeks feedback and opportunities to learn new knowledge and skills.
• Accepts and acts on constructive criticism.
• Seeks to learn lessons from both successes and failures.
• Demonstrates resiliency in the face of setbacks.
• Engages supervisor in discussions about opportunities for improvement and taking on additional responsibilities.

Proficiency Level

  Level 1: Support

Foundational: Provides support but contributes indirectly to overall success.

  Level 2: Professional

Practical application of the behaviors, provides support and contributes to the overall success.

  Level 3: Managerial

Inspirational: Role Model, coaches, and influences demonstration of the behavior.

  Level 4: Executive

Envisions and innovates the next generation of behaviors

Health and Safety

I commit to the following:

I will remain aware of and comply with instructions designed to protect my health, welfare and safety. I will always consider my safety and other employees in operational decisions.

I will follow the set safety and security regulations/procedures for the area of operation.

I will bear responsibility for my own safety and security while under contract.

CARE Policies and Safeguarding Declaration

I commit to the following:

By signing this job description, I agree to comply with CARE Policies which includes but not limited to Safeguarding Policy, Code of Conduct and other organizational and HR policies.

I am committed to promoting the implementation of Safeguarding Policy and maintaining an environment that prevents Safeguarding violations.

I agree to comply with all the terms of the CARE policies, which form an integral part of the conditions of my employment with CARE.

I acknowledge that failure to abide by the terms of these policies may result in disciplinary action and termination of my employment contract.

I also acknowledge that, depending on my role and responsibilities, I may be requested to comply with the terms of additional policies, guidelines and related regulations, as and when necessary.