Executive Assistant

Action Against Hunger (AAH) is a humanitarian, non-governmental, non-political, non-denominational and non-profit making organization working in the Palestinian Territory since 2002. 

Action Against Hunger is recruiting for its Jerusalem office a 

                                                                  Executive Assistant 

For 12 months with a possibility of extension  

 GENERAL OBJECTIVES 

• Provide support to the Country Director in communicating, and implementing the organization’s vision, mission, and overall direction. Supporting the CD in the implementation of the overall organization’s strategy. Soliciting advice and guidance, when appropriate, from relevant stakeholders as needed. 

• Support the Country Director in a range of areas including scheduling and calendar maintenance, prioritizing and handling of inbound and outbound communications, preparing agendas and records of meetings, organizing travel, managing expense reports, word processing, and file maintenance. 

• Liaise with relevant parties, high level dignitaries, and other government representatives, as well as others at the discretion of the Country director. 

• Provide administrative and research support to the Country Director when deemed appropriate. 

• Support and manage special tasks as assigned by the Country Director. 

Key activities

• Objective 1: Provide support to the Country Director in creating, communicating, and implementing the organization’s vision, mission, and overall direction.  Supporting the CD in the implementation of the overall organization’s strategy. Soliciting advice and guidance, when appropriate, from relevant stakeholders as needed. 

  • Support CD by researching, and routing correspondence; drafting letters and documents. Elaborate context summaries and disseminate at mission level to ensure that Senior management team has timely updates. 

  • Manage the CD’s diary appointments, records and correspondence, coordinate travel arrangements and schedule and support meeting to facilitates the effective management of agenda. 

  • Draft and prepare correspondence, agendas, minutes of meeting, presentations, briefing notes for high level meetings. Translation of any document related to official correspondence requested by CD 

  • Support in organizing of special events (workshops, trainings, and meetings) in collaboration with the related project managers, develop and improves the necessary tools to ensure a proper planning, implementation, monitoring and follow up is in place. 

  • Maintain and update a matrix of leadership office communication including calls, notes and action points.  

  • Draft advocacy messages and keep records of all effort made in relation to highly sensitive issues. 

  • Coordinate welcoming and hosting of formal visitors to the mission offices including preparing briefing package, accommodation arrangement, field visits programme and approvals. 

  • Support CD with movement and transportation requests, locally, nationally, and internationally. When requested, accompany leadership in high profile field visits and coordinate the visit schedule with field staff. 

• Objective 2: Support the Country Director in a range of areas including scheduling and calendar maintenance, prioritizing and handling of inbound and outbound communications, preparing agendas and records of meetings, organizing travel, managing expense reports, word processing, and file maintenance. 

  • Maintain and improve the linkage with INGOs and NNGOs, including more active participation in coordination mechanisms, and ensure follow up on operational and administrative challenges. 

  • Act as the primary focal point for the communication with line ministries, donors and consortium; troubleshooting issues on the ground on an as-needed basis; ensuring programmes correspondence are relevant and operationally focused. 

  • Collect initial inputs for ministries and donors’ updates as required in AoRs to inform the subsequent emergency response. Inputs shall feed to the products of the Public Information, Reporting and Information Management departments. 

  • Organize and participate in internal and external leadership meetings including agenda points, meeting minutes with track of action points and follow up with the concerned personnel accordingly. 

  • Follow up on any INGOs related regulations, decrees or procedures issued by the various authorities especially in relation to the partnership agreements with UN and local partners. 

• Objective 3: Support in advising the CD on system, and procedures in oPt 

  • Carry out an analysis of the needs, response, and gaps lead and coordinate prioritization exercises with various programs to feed into the prioritization exercise of the strategic planning for organization. 

  • Gather and provide background information for the CD when requested to support decision-making regarding prospect intervention in line with AAH policies and guidelines, donor agreements. 

  • Regular stock taking of field level needs, response, and gaps; and highlight any preparedness or expansion opportunities as per the development in the field situation and the trend of humanitarian response. 

جميع الحقوق محفوظة لموقع جوبس.

• Jerusalem ID holder and living in Jerusalem City to be able to attend Office regularly. 

• Bachelor's degree required. 

• Problem solving. 

• Ability to multitask and prioritize tasks. 

• Excellent time management skills. 

• Well-developed organizational skills. 

• Attention to details. 

• Great verbal and written communication skills. 

• Professional discretion. 

• 2 years of administrative experience and/or training. 

• Languages: English, Arabic, Hebrew. 

• MS Excel, PowerPoint, Word, web applications. 

• Mobility between bases if required (West Bank, Gaza). No international travel required.  

Action Against Hunger is an equal opportunities employer. Women are encouraged to apply for this position. 

Action Against Hunger has commitment to protect all persons we come into contact with through our work, including children and At-Risk adults. Action Against Hunger has ZERO TOLERANCE towards all forms of harm and abuse, including sexual abuse and sexual exploitation. We take concerns and complaints relating to Safeguarding issues involving our Staff, Associated Personnel, Partners and Suppliers very seriously and will take action to vigorously investigate and manage any violations or alleged violations of our policies. 

Only those candidates pre-selected for a test and an interview will be contacted. 

 Note. - Given the urgency of this position, the vacancy may close before the deadline. For more information about this position, visit our website www.accioncontraelhambre.org. In case you do not find the job advertisement published here, it means that the selection process has been closed.