Thursday, June 2, 2016

EXECUTIVE ASSISTANT TO THE DIRECTOR DELEGATE


Medecins Sans Frontieres (MSF) is an independent, medical, emergency relief organization that provides assistance to people worldwide, regardless of their background, religion or political convictions. Above all, we aim to save lives and to offer medical care to victims of disasters, wars and epidemics. Working together with local staff, we give direct support to the population. MSF also appeals to those in power, including governments and international organizations, and speaks out about the abuses we encounter in the course of our work. The Dutch organisation 'Artsen zonder Grenzen' (MSF-Holland) is a member of the international organisation 'Medecins Sans Frontieres'.
MSF Operational Centre Amsterdam (OCA) currently operates medical humanitarian interventions in 25 countries. On a yearly basis OCA deploys approximately 900 international staff and employs 7000 national staff. At headquarters in Amsterdam, around 220 employees offer their support to the projects.
We are urgently looking for an Executive Assistant to the Director Delegate. Total hours: 32-36 hours per week. In this role you will be reporting to the Director Delegate of MSF Holland.
EXECUTIVE ASSISTANT TO THE DIRECTOR DELEGATE
based in Amsterdam for 32-36 hours a week (80%-90%)
The Assistant plays a pivotal role in supporting the Director Delegate. This will also involve working in close cooperation with the other Assistants of the Director's office. The Assistant will provide administrative support to the Director Delegate to enable her to function as smoothly as possible this includes preparing and minuting the Management Team meetings. The assistant will also offer administrative support for a few hours per week to two Heads of Departments (Communication and Fundraising).
The post holder will need to be flexible in the area of responsibility as the role will evolve, whether it is in a coordination or supportive capacity.
ADMINISTRATIVE SUPPORT
Manage a busy diary: scheduling meetings, book travel, arrange visas, process business expenses.
Manage email inbox: filtering emails, highlighting urgent correspondence, organising reading materials, etc.
Coordinate and prepare meetings and larger events as required, including bookings, agenda, reading materials and minutes.
Replaces the Assistants of the Director PRO, Director General and Medical Director in their absence.
Pro-active inbox management including ollow-up on emails, based on agreement with Director. 
Follow-up on general correspondence and relevant actionable issues. Filing of relevant documents.
Supports the Director Delegate with the coordination of work concerning the Works Council. 
Editing internal reports and communications.
PLANNING AND CO-ORDINATION SUPPORT
Organize and prepare MT meetings, including scheduling, agenda preparation ensuring input from team members, minuting, documenting decisions, and following up action points to ensure timely delivery.
Organize and prepare the controle cycle meetings, including scheduling, agenda preparation ensuring input from team members, minuting, documenting decisions, and following up action points to ensure timely delivery.
Organize and prepare the Works Council meetings, including scheduling, agenda preparation ensuring input from members, minuting, documenting decisions, and following up action points to ensure timely delivery.
Organize and prepare 2 monthly office updates.
Develop, plan, and communicate an annual calendar.
PROFILE
Higher education level and/or a minimum of 5 years previous experience working in a similar post at a Senior Management level.
Self-starter, proactive attitude and highly flexible.
Excellent organisational and administrative skills, highly flexible.
Strong interpersonal skills and organizational sensitivity.
Stress resilient and ability to multi-task in a demanding environment.
Ability to organize his / her work independently.
Ability to work within an informal culture without losing site of formal aspects. 
Ability to assimilate large quantities of written and verbal communication quickly and produce accurate, timely minutes.
Fluency in English both oral and written. Knowledge of French is an asset.
Ability to deal with information of a confidential nature.
Excellent understanding of Microsoft Word, Excel and PowerPoint.
Knowledge of SharePoint is considered an asset.
A strong understanding of MSF or the humanitarian sector.
WE ARE OFFERING
A part time appointment (based on a 32-36 hour work week) for a period of one year, with the option for renewal.
A gross salary in grade 5 with a minimum of EU 2,290 and EU 3,271 per month, depending on relevant work experience and based on a 40-hour working week.
A premium free pension.
A challenging position that offers insight into the functioning of MSF.
MORE INFORMATION
For more information about this position, please contact Muneni Matimba +31 20-5208930
APPLICATION
If you recognize yourself in the profile, please click here to apply directly via our website.
The closing date for application is 12 June 2016
Late applications will not be considered.

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