Executive Secretary

Background:
Ashoka’s mission is to create a competitive, entrepreneurial, and globally integrated citizen sector and to develop the profession of social entrepreneurship. Since 1981, Ashoka has identified, invested, and brought together more than 2000 leading social entrepreneurs in more than 62 countries around the world.

In the present political and social state in many of the countries of the Arab World, Ashoka is well placed to help leading social entrepreneurs step forward with leadership and ideas for a more open, developed, and promising future.

Ashoka’s roll-out plan in Egypt and the Arab world has built on the methodology we have developed and refined while launching 70 other countries, including the Arab World Regional Office in 2003.

Reports to:
Operation Manager (OM) and Regional Director (RD)

Office hours:
9 am to 5 pm (unless assigned to stay later fulfilling work requirements).

Working days:
Five working days from Sunday to Thursday where Friday and Saturday are off (unless assigned to attend on weekends fulfilling work requirements).

Responsibilities:
The Executive Secretary provides continuous support to the Regional Director and the Operations Manager to ensure the smooth operations and logistics for the office. This post calls for flexibility, excellent interpersonal and communication skills, admin skill, and the ability to work well with all levels of internal management and staff, as well as outside partners.

This post requires multitasking ability to deliver on the following (not exclusive) tasks:

RD’s support:

• Work with the Executive Assistant of RD to schedule Regional Director’s appointments and meetings inside and outside the office, in coordination with the Executive Secretary of ADEW

• Administer internal and external office correspondence

• Support the RD’s Executive Assistant to organize and keep up to date the RD’s files

Office Administration:
• Create and maintain a comprehensive filing system for Ashoka Arab World Office

• Administer personnel files for staff under the supervision of the financial and admin manager

• Follow up on all administrative tasks requested by RD or OM

• Assist OM in finding candidates for job openings at Ashoka Arab World office.

• Follow up on employees leave balances and absences and time sheets

• Follow up on printing marketing material with advertising agencies and printing houses in coordination with Financial Manger

• Arrange medical insurance coverage for all staff in coordination with FAM

• Coordinate maintenance (cleaning services and repair) of the office

Travels Organization:

• Booking tickets for staff and fellows

• Arranging itineraries and internal transportation

• Reserving hotels’ accommodation (choosing from minimum three different quotations) for events retreats for staff and fellows.

• Assist relevant staff members in organizing events (induction, panel, iftar Ramadan…etc.)

• Preparing publications and document packages accompanying traveling staff members (in coordination with the RD’s Executive Assistant)

• Arranging appointments’ schedule for traveling staff members abroad

Deliverables: (within 3 month probation period)

• Create a comprehensive filing system for Ashoka Arab World Office with a master key file and a cross reference system (under the supervision of Operations Manager)

• Create inventory registry for stationary, publications and equipment

• Administer the repairs needed at office premise

• Execute tasks assigned by the Regional Director and Operations manager

• Complete and update personnel files with Financial and Administration Manager

• Develop office monthly appointments, deadlines and events

• Organize upcoming travels for Ashoka Arab World staff within the probation period.

Qualifications:

Education:
Minimum a bachelor degree in a relative field

Previous experience:
Minimum three years of experience in a similar position (Please attach references)

Required Skills:
• Excellent writing skills

• Excellent communication (written and oral) skills in both English and Arabic is a must

• Proficiency in Microsoft applications
including Word, Excel, Power Point, etc

• Excellent organization and problem-solving skills

• Ability to multitask

• Great attention to detail

• Ability to work under pressure

The Person:

• Must be creative within her/his scope of work and very resourceful in problem solving.

• Must understand Ashoka’s vision and work.

• Must demonstrate her/his commitment with social change.

• Must be a deeply trustworthy person.

• Must be service-oriented and flexible.

• Must be detail-oriented and able to manage
multiple high-priority tasks at once.

• Must be a team player with a high level of commitment.

• Must maintain cooperative working relationships and interact with others in a helpful, courteous and friendly manner.

• Must demonstrate sensitivity to, and respect for, a diverse population and be able to work with persons of different cultural and ethnic backgrounds across all areas of the world.

Send your RESUME and COVER LETTER to Ashoka Arab World Office at recruiting@ashoka-arab.org