Executive Directorate Administrative Assistant

VACANCY NOTICE NO. 13/78/EDIGCI/EDIGCIO INTERPOL is the world’s largest international police organization, with 190 Member Countries. Created in 1923, it facilitates cross-border police co-operation, and supports and assists all organizations, authorities, and services whose mission is to prevent or combat international crime. INTERPOL is now looking for one qualified candidate as Executive Directorate Administrative Assistant within the Executive Office which is part of the Executive Directorate, INTERPOL Global Complex for Innovation in Singapore.   Job Title: Executive Directorate Administrative Assistant Reporting to: Assistant Director Executive Office* Location: INTERPOL Global Complex for Innovation, SINGAPORE** Duration: 3 year fixed-term contract Grade: 5 Level of Security screening: Basic Deadline for applications: 30 April 2014   Under general direction, the post holder will provide a full range of high-level administrative assistance and analytical support to the Executive Director INTERPOL Global Complex for Innovation, his/her Executive Officer and other executive staff from the Executive Office.    1. PRIMARY DUTIES (1) Perform a non-exhaustive list of administrative duties such as: Manage the Executive Director and Executive Officer’s agenda Processing of incoming and outgoing mail Secretarial revision of documents submitted to the Executive Director Drafting of documents (meetings, minutes, letters, memo etc.) Follow-up of files and decisions in compliance with deadlines Organization of visits / protocol / conferences Preparation of missions, filing, internet searches Initiation of administrative improvements Replacement of other administrative staff as necessary, etc.  (2) Deal with very sensitive, confidential and complex issues (3) Take initiatives when necessary to troubleshoot immediate issues that arise (4) Supervise the work of a lower-grade administrative official, if necessary (5) Perform other assigned duties. 2. REQUIREMENTS  All candidates will be assessed on the under mentioned requirements. 2.1 Training/Education required Undergraduate degree in bilingual secretariat or equivalent education  2.2 Languages Proficiency in English 2.3 Professional experience required Minimum five years of increasingly responsible administrative and analytical assistance  2.4 Specific skills required Strong communication skills, both in written and oral form (public speaking and delivery of presentations) Experience in working with computers including knowledge of oral presentations software, business intelligence and word processing software  2.4 Special aptitudes required   Personal and professional maturity Ability to maintain objectivity and apply logical reasoning Ability to work in teams as well as individually Ability to work under pressure Good social skills, particularly in a multicultural environment Initiative, creativity (original thinking) and curiosity Ability to develop and maintain professional networks Ability to synthesize Good listening skills  In addition to the requirements, the following Assets and Special Aptitudes would be beneficial  Proficiency in a second official working language of the Organization (French, Arabic or Spanish) Working experience in another International Organization.   3. WORKING CONDITIONS  Remuneration for appointment on contract: The starting salary for Grade 5 is EUR 3 479 (+ Interim cost of living allowance) per month for a step 1. The successful candidate may be offered appointment on a higher step depending upon professional background and experience. For more information regarding conditions of service see Employment conditions for contracted officials available on the website (http://www.interpol.int/Recruitment). This post requires occasional travel on missions, sometimes of a long duration and at short notice. The incumbent will also be required to work occasional overtime based upon workload. * The Organization reserves the right to modify the Directorate and/or Sub-Directorate’s name and internal structure. This may have an impact on the functional title and reporting lines of this position. ** The Organization reserves the right to change the duty station proposed in the present circular at any time, subject to the rules in force. *** This appointment will be made on the basis of a project and may be extended. Any subsequent extension(s) are subject to the terms of the Organization’s Staff Manual and the availability of funds.
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