Executive Assistant to the Director General, Rome

INTERSOS Vacancy Details

Job Title: Executive Assistant to the Director General

Code: SR-00-9065

Deadline: 29/09/2023

Country: Head Quarters

Duty Station: HQ - Rome

Starting date: 16/10/2023

Contract duration: 1 year - renewable

Reporting to: Director General

Functional Supervisor: Supervision of n/a

Dependents: Non-family duty station

General context of the project

INTERSOS is a humanitarian organisation founded in 1992, working on the frontlines of crisis situations. In its countries of operation, INTERSOS carries out life-saving operations predominantly in the areas of Protection and Health & Nutrition, to assist vulnerable populations affected by conflicts, extreme poverty, natural and manmade disasters in challenging and hard-to-reach areas, where the humanitarian needs continue to be the greatest and where the humanitarian presence is often weak.

INTERSOS operations are guided by the humanitarian principles of humanity, neutrality, impartiality, independence and by its Charter of Values. Every intervention is characterised by the centrality of the human being, the principle from which INTERSOS values descend. Specifically, INTERSOS is borderless, impartial, independent, sensitive to local cultures, attentive to local capacity, professional in solidarity, and transparent. INTERSOS also adheres to the Code of Conduct for the International Red Cross and Red Crescent Movement and NGOs in Disaster Relief.

INTERSOS has its Headquarters in Rome, Italy. The Headquarters are organised into five departments (Programmes; Human Resources; Finance, Logistics & Supply; Communications & Fundraising) and the General Directorate.

INTERSOS has four Regional Offices (West Africa, East and Central Africa, Middle East, Regional Office for Emergencies) based in Dakar, Nairobi, Amman and Rome, respectively; it has a representation office in Geneva and is present in Greece through its sister organisation INTERSOS-Hellas. In 2022, INTERSOS was present in 23 countries, with 3.756 staff and a budget for implemented activities of 109.123.011 €.

INTERSOS recognises diversity as a core value for the Organisation, in line with its fundamental principles. INTERSOS is therefore committed to creating an inclusive workplace environment that promotes diversity, equality and inclusion. INTERSOS encourages applications from qualified candidates from diverse backgrounds, regardless of age, gender identity, race, ethnic background, sexual orientation, disability, ethnicity or nationality.

INTERSOS is a member of ICVA, VOICE, LINK 2007, has consultative status in the UN Economic and Social Council and observer status at the International Organisation for Migration.

General purpose of the position

The Executive Assistant provides support to the Director General (DG) in all aspects of his work, in order to guarantee an efficient and effective management of the organisation, whilst maintaining an overview of the functioning of the General Directorate and the Directors’ Team.

The Executive Assistant is often the first point of contact for the DG’s Office for both internal and external dossiers. The role therefore requires excellent intercultural communication and interpersonal skills and an overview of the workings of the entire Organisation. The Executive Assistant is expected to handle sensitive and confidential information and to demonstrate the highest level of integrity and discretion.

Main responsibilities and tasks

Provides administrative support to the Director General by:

1. Providing coordination and oversight to the DG’s Office, supporting in setting work priorities and ensuring deadlines are met;
2. Ensuring the DG receives regular and timely progress reports from the Directors and the Heads of Units under his direct Line Management;
3. Managing the DG’s incoming and outgoing correspondence;
4. Managing the DG’s daily schedule and office task list;
5. Serving as the first point of contact for the DG for internal and external parties;
6. Undertaking and effectively organising the DG’s participation in all events related to INTERSOS work and partnerships;
7. Creating and keeping updated the DG’s communication plan;
8. Supplying comprehensive information in response to internal and external requests, including important information to be added to the Organisation’s website/intranet;
9. Assisting the DG and the Directors’ Team in the Annual Action Plan exercise and Quarterly Revisions;
10. Assisting the DG in strategic issues, such as the support to the process of the organisational strategic planning (2025-2027);
11. Supporting in the arrangement of the DG’s travels (transportation, visa, accommodation, itinerary, expense claims) in collaboration with the responsible staff;
12. On a needs basis, collecting, analysing and summarising information, as requested by the DG;
13. Other duties as required.

Provides administrative support to the General Directorate and the Directors’ Team by:

1. Organising and participating in the General Directorate’s and Directors Team’s meetings, retreats and other institutional events;
2. Managing the General Directorate filing and storing systems (Google Drive), mailing lists and contacts database.

Provides administrative support to the President of the Board of Directors by:

1. Ensuring official internal communication (i.e. convening General Assembly and Board meetings, managing meeting minutes, archives and social books, ad-hoc projects);
2. Supporting the communication among the members of the Board and the members of the Association;
3. Collecting and analysing documentation concerning the Third Sector, international cooperation and in general all the Organisation's institutional activities;
4. Organising official moments of participation of the Associative Bodies in the life of the Organisation.

Supports the Organisation’s internal communication by:

1. Preparing and organising specific internal meetings and their agendas (i.e. Annual Heads of Mission Week);
2. Keeping updated the institutional calendar at HQ level in order to share information on key processes, appointments and events throughout the year;
3. Managing the information shared by the General Directorate with the HQ, the missions and the external public.

Education

Master’s Degree (Laurea specialistica o vecchio ordinamento);

Professional experience

At least 3 years' experience in similar roles, preferably in non-profit organisations;

Professional requirements

1. Thorough knowledge of the Third Sector;
2. Excellent time management skills;
3. Accuracy and confidentiality;
4. Excellent writing skills;
5. Excellent organisational skills;
6. Proficient use of the Google Suite;
7. Flexibility;
8. Good planning skills;
9. Communication skills, both written and oral, to deal with all internal and external stakeholders, creating a positive environment.

Languages

Fluent Italian and English, French is an asset.

Personal requirements

1. Strong motivation and adherence to the humanitarian principles and the mission of INTERSOS;
2. Strong attitude for teamwork and collaboration within a complex organisation;
3. Excellent interpersonal and team-working skills;
4. Ability to adapt to unexpected events.