Job Overview:
The Department Assistant provides high-level administrative and information management support, with a particular focus on support to the Vice President (VP) of Emergencies and Humanitarian Action. The primary focus of this role is managing the VP's calendar, assisting with communication coordination, handling key administrative tasks to ensure smooth operations within the unit and in delivery of the Emergencies and Humanitarian Action Strategic Plan. This role requires excellent organizational skills, the ability to manage multiple priorities, and strong interpersonal skills.
This position is ideal for someone with an administrative background who thrives in a fast-paced, global environment and is looking to support humanitarian action worldwide.
Main Responsibilities:
Administrative Support
Coordinate the daily workflow of the VP, including calendar management, arranging meeting materials, and coordinating with counterparts across functions to effectively schedule internal and external meetings. Provide meeting scheduling support for other EHAU Senior Management at times as needed.
Liaise inter and intra-departmentally to develop and coordinate VP, EHAU's media and advocacy requests.
Coordinate VP travel logistics including booking flights, accommodation, and ground transportation, and prepare travel itineraries; support the Unit and Strategic Initiatives Officer with travel requests as they pertain to cross-unit events.
Prepare, track, and submit expense reports and raise purchase requests/orders in Integra in compliance with IRC policies for VP and unit related expenses.
Serve as the main point of contact for administrative inquiries related to the VP, directing requests to the appropriate resources.
Assist with scheduling and organizing EHAU Senior Management Team (SMT) meetings as well as cross-section meetings as necessary. This includes preparing and sharing agendas, meeting materials in advance, taking minutes, managing meeting recordings, and circulating post-meeting action items.
Work closely with Unit and Strategic Initiatives Officer to ensure forward planning of bi-weekly SMT meetings and maintaining an up-to-date planning calendar.
Communications and Information Management:
Maintain EHAU all-staff email distribution lists, Teams channel, and update team organizational charts as staff join and leave the unit to support cross-unit communications and information sharing.
Maintain EHAU's RescueNet page in coordination with relevant focal points within each EHAU section.
Prepare materials for meetings and presentations, ensuring timely and accurate distribution of documents; e.g., Response Management Calls, Board Meetings, and SMT calls as needed.
Maintain project management tools for Strategy Team and support with routine status report updates of progress against the Emergencies and Humanitarian Action Strategy implementation plan.
Support with developing presentation materials for meetings (PowerPoint or other).
Coordinate VP's contributions to the EHAU Newsletter.
Operational Assistance
Assist VP with general administrative tasks, including managing conference rooms, coordinating with ihub services, and helping staff with IT, facilities, and office-related inquiries.
Provide logistical support for unit-wide events, including coordinating conference calls, workshops, and small internal events, in collaboration with the Unit and Strategic Initiatives Officer.
Other tasks, as required.
Key Working Relationships
Position reports to: Unit and Strategic Initiatives Officer
Position directory supervises: N/A
Works closely with: Unit and Strategic Initiatives Officer, VP EHAU, EHAU SMT, P&C
Minimum Requirements:
Bachelor's degree or equivalent, with at least 2 years relevant experience
Proven organizational skills; detail-oriented; ability to multi-task and prioritize tasks in a fast-paced environment
Experience interacting and communicating effectively with members of a complex organization at multiple levels and managing internal/external relationships
Experience in a humanitarian or development organization
Good judgement and ability to manage confidential information
High level of comfort with MS Excel, Word, Powerpoint, Outlook, and MS Teams
Preferred Additional Requirements:
Multi-lingual skills advantageous - with priority placed on French and Arabic