Senior Executive Assistant

Position title: Senior Executive Assistant to Secretary-General

Location: Worldwide

Category: FTA International

Level: S5

Duration: 4 Years

Supervisor/Report to: Secretary-General

Job type: volunteer Service (VS) Part-Time

Deadline:

30 April 2022

 

The International Youth Federation is an international non-profit youth organizations network governed by the present Statutes and the Swiss Civil Code. It is neutral politically, and non-denominational, aim to empower youth worldwide.

The core function of the IYF Executive Office (ExO) is to provide the support services needed to enable the Senior Management Team (SMT) to perform their leadership roles effectively.  The ExO tasked with the responsibility to provide policy and programmatic support to IYF´s interventions and activities in the five Regional Administrations.

The Executive Assistant to the IYF Secretary-General works to enhance executive's effectiveness by providing information management support; the Executive Assistant ensures the effective and efficient functioning of the IYF Secretariat, full confidentiality in all aspects of the assignment, management of information flow and follow-up on deadlines and commitments made. In addition to this, the Executive Assistant also provides support to office operations performing a variety of standard administrative processes ensuring high quality and accuracy of work.

 

• Mission Statement:

To voluntarily represent, positively promote, and uphold the mission of “Empowering youth for a better world” in various programs and opportunities throughout the IYF interventions across member countries.

 

• Responsibilities: 1. Administrative, executive assistance and secretarial support services to the Secretary-General to facilitate smooth running of the Executive Office and effective processing of information and data:

• Helps manage the immediate office operations with respect to communications, meetings and workflow; identifies complex or sensitive subjects, and contacts, for special treatment as well as priority issues that need to be brought to the SG’s attention. As appropriate, provides information and guidance to staff at all levels within the organizational unit to ensure understanding of intent and deadlines;
• Organizes and facilitates the administrative work of the ExO including establishes internal tracking systems and procedures for correspondence and documents; monitor work progress and cases of priority and concern to the SG;
• Arranges appointments and maintains SG’s calendar;
• Organizes high-level meetings including taking responsibility for finalization of the meeting agenda, invitations, the production and distribution of documentation, and preparation of minutes of meetings. Distribute meeting reports and information and ensure follow-up on required actions; and
• Collects and prepare briefing materials for SG concerning official trips or special meetings. Undertake travel arrangements for SG, including arranging itinerary, visas, and hotel reservations.  Ensure offices are informed of travel arrangements and requirements;
• May supervise support staff, and coordinate the secretarial service of the office. Verifies that the work is done in accordance with corporate standards and within established deadlines; monitors work progress and cases of priority and concern to the SG;
• Works closely with team colleagues and provides support in the achievement of work priorities and objectives;
• Establishes follow-up system of actions taken and reports to the SG;
• Undertakes any other duties assigned by the SG.

 

• 2. Professional image projected through in-person, and telephone interaction. Discretion exercised with confidential information and complex sensitive subject matter:

• Keeps abreast of activities of importance, latest policies, procedures and organizational changes affecting the team;
• Follow the official and standard protocols in conducting different business activities; 
• Establishes and maintains a records management system containing reference materials and confidential records as required;

 

• 3. Effective preparation and knowledgeable delivery of correspondence/communications, documentation and reports contributing to the achievement of work objectives:

• Prepares correspondence for the SG’s signature, and may make informal translations into another official language as required. Draft non-substantive correspondence based on first-hand knowledge of work schedule or events, rough notes, or verbal instructions, for SG’s approval;
• Communicates sensitive information to senior-level officials and coordinate responses to sensitive inquiries on behalf of the SG;
• Follows up on the preparation by staff of reports, correspondence, briefing notes and other documents for the SG’s reference. Reviews these documents for appropriate format and style, in accordance with standard practices;
• Selects and makes pertinent abstracts and undertake searches for information as directed.

• Core Competencies:

Lead (Level-2)

Leadership is the art of motivating a group of people to act as a team towards achieving a common goal.

Design (Level-2)

Ability to recognize what changes are required and create a path for improvement using existing knowledge, problem solving skills, creativity and original ways of working.

Empower (Level-2)

Empowerment is a practice of giving team members skills, authority, opportunity and motivation so that they can take initiative and make decisions to solve problems and improve performance.

Mobilize (Level-2)

Ability to identify resources and activities that individuals and organizations will undertake to support the IYF’s strategic goals and objectives. Engage and influence appropriate donors by building win-win relationships.

Inspire (Level-2)

Inspiration and lead by example is about energizing and creating a sense of direction and purpose in others, unlocking motivation and momentum for positive change.

 

• Functional Competencies:

• Ability to assist in corporate strategic initiatives;
• Excellent computer, internet, social media and information system skills.

 

• Eligibility:

• Only (18-38) age is accepted for this position;
• Highly interest in youth empowerment, youth issues.

 

Skills Required For Position

• Ability to interact cordially and communicate with a diverse community.
• Effective oral and written communication skills.
• Ability to assess and evaluate situations quickly, accurately and effectively.

 

• Experience:

Experience and results preferred at the national level preferred in administrative, office support, youth empowerment role, development, communications, international relations, youth studies, sport, women empowerment, youth-led organizations, or another relevant field.

• Language:

Fluency in English with superior drafting skills is essential.

• Assessment:
  Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview.

• Working Modality:
  This vacancy is a voluntary-based position with (4-10 Hours/Week) part-time commitment