Responsibilities and Tasks
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Job Responsibility 1
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Executive administrative support to the Regional Director and Regional executive core team
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%50 of time:
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- 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
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Job Responsibility 2
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Information management support to Regional Director and Regional executive core team
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%25 of time:
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- 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
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Job Responsibility 3
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Administrative support for the meetings, workshops and events
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%20 of time
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- 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
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Job Responsibility 4
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Other duties and Responsibilities assigned by the supervisor
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%5 of time:
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- Cover other RMU support staff members’ tasks during their absence
- Special tasks/assignments as per RMU leadership needs and priorities
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Internal Relationship:
Senior RMU Staff
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External Relationship:
COs – HQ / CI
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