C1 - Executive Assistant
Vacancy Announcement
Department for International Development
DRC - Kinshasa
POSITION: C1 – Executive Assistant
SALARY: US$ 1,078 p.m.
DURATION: Permanent
The Department for International Development (DFID) is providing £150m (one hundred and fifty million pounds sterling) per year to the DRC working with the Government, NGOs and the private sector to support the Congolese people to benefit from development, working in a range of sectors including health, education, good governance, peace and stability and the private sector development. The main DFID DRC Office is located in Kinshasa with a staff of about 50 expatriate and Congolese staff.
DFID DRC is looking for an Executive Assistant. This is an exciting, key role for the smooth functioning of the DFID DRC Office. The successful candidate will contribute valuable support to the Head of Office and to the Senior Management team. He/She will also ensure wider administrative support for the Crosscutting Strategy and Effectiveness Team backing the Office on its overall priorities, including strategic planning, programme management, finance, commercial, general and communication services.
The jobholder should be an organised and proactive individual, with a strong ability to juggle multiple demands. She will be the focal point for high-level external contacts, including governmental officials, development partners as well as implementing partners. He/she will need to be adaptable and capable of dealing with varied and sometimes complex workload. Good communication skills in French and English are essential, as he/she will be working closely with persons inside and outside DFID.
Key accountabilities and responsibilities
Provide efficient administrative support to the Head of Cabinet:
- Help the Head of Cabinet prioritise his work schedule, resolve conflicting requests, manage and keep his diary up to date.
- Manage the Head of Office’s transport requests, including hotel bookings, field visits, and transport and flight bookings. Ensure visas are secured and refund claims made.
- Be the first point of contact for the Head of Cabinet, manage phone calls and general correspondence, make appointments and organise internal and external as well as social events in an efficient and effective manner.
Provide efficient support to the Senior Leadership Team (SLT):
- Organise weekly SLT meetings, namely mailing documents and preparing minutes, ensuring monitoring where appropriate.
- Organise quarterly meetings with DFID external partners and monthly meetings with the Programme Board, ensuring the distribution of the agenda as well as meeting minutes.
Strategy, Effectiveness and Compliance Team
- Provide general administrative support to the Strategy and Effectiveness Team, including support to their meetings, team away-days, and leave capturing management.
- Support the Head of Cabinet and the Deputy Head of Mission.
- Conduct induction programmes for new team members and ensure a smooth management of arrivals and departures.
Liaison to the Human Resources
Provide support for the HR Passport system regarding the tasks mentioned below:
- Ensure the keeping of a data base and provide advice to HR Passport operational partners concerning any staff change.
- Ensure effective assistance with the Regional HR Hub on SAIC recruitment
Manage learning and development
- Promote learning and development across the DFID Office, in collaboration with the Head of Cabinet to move forward the learning and development strategy.
Other
- Support the preparation and management of high-level visits, including coordination of briefings, mailing of Note Verbales, organising transport, hotel bookings with the assistance of the embassy.
- Participate in discussions of programmes and field visits in order to gain a better understanding of DFID DRC programmes.
- Manage confidential documents and information in compliance with security procedures governing DFID, whilst ensuring appropriate storage and retrieval on the QUEST system.
- Manage the DFID DRC Teamsite on a regular and efficient basis.
Required Skills
- Strong organisational capacity, priority setting competences whilst dealing with varied and complex workload.
- Solid interpersonal competences, in particular efficient communication capacity on the phone and in person with external high-level contacts
- Excellent writing and speaking skills in English and French
- Excellent competences in Word and Outlook and experience in Excel and PowerPoint would be highly desirable.
Important – HOW TO APPLY!!
- The full Job Description, Application Form, Civil Service Competency Framework can be found at: https://www.gov.uk/government/world/organisations/dfid-drc/about/recruitment
- The candidate must complete and send the Application form and their most recent CV in ENGLISH to AfricaHRHubRecruit@DFID.GOV.UK
- The subject line MUST read “DRC/001”.
Failure to follow the outlined procedure might result in the application not being considered. The closing date for the vacancy is close of business day on Tuesday, 23rd May 2017. If no response has been received after 2 weeks, consider the application as unsuccessful.
