COMPLETE OUTLINE
PRINCIPAL FUNCTIONS
RESPONSIBILITIES
Under the supervision of the Director, Internal Oversight, the incumbent will be responsible for the following duties;
Processing & Prioritising of Communications, Drafting Documents and Presentations
- Send, receive, log and review all incoming and outgoing correspondence;
- Research and attach necessary background information; maintain a follow-up system on documentation under Director’s signature, and main documents issued from the OIO;
- Copy information to the relevant parties both internal and external; prepare documents for filing and maintain systems record following policies and knowledge management concepts;
- Highlight matters of particular importance or urgency for the Director promptly;
- Prioritise correspondence and draft replies for the Director's signature, or own;
- Draft presentations and documents on various issues, including highly sensitive or confidential matters;
- Collect relevant data, format and prepare complex annual reports to Members States;
- Prepare OIO internal and outgoing correspondence according to established procedures;
- Maintain all files in coordination with the professional staff of the OIO, keeping updated contact data lists for delegates and business contacts;
- As Document Control Officer for the office, receives logs and is responsible for files of classified documents, ensuring strict adherence to the policy on classified documents and information classification;
- Maintains an overview of projects within the OIO Secretariat, keeping the Director informed of their status;
- Select and creates pertinent abstracts; undertakes searches for information, especially for Internal Audits and Internal Investigations topics;
- Act as Document Controller for Quality System Documents; establish and maintain the Registry of the OIO;
- Liaise with the OPCW External Auditors and prepare relevant information and reports for their consideration;
- Draft and review complex documents as requested by Director, OIO;
- Ensure efficient business travel and accommodations for the Director, OIO and professional staff when implementing the OIO Annual Learning and Development Plan;
- Plan and coordinate with the facilitator (Delegate) the OIO Annual Report presentation and other relevant oversight information and metrics during informal consultations with the Member States;
- Review and follow-up on ABAF, EC and CSP meeting minutes and take note of the observations/recommendations relating to the OIO and ensuring close follow-up for implementing the recommendations;
- Review and ensure timely follow-up of the quarterly reports on the implementation of the OIO recommendations, in coordination within the OIO teams;
- Run sample testing and basic analytics, review fieldwork data and ensure follow-up of the information needed for Internal Audits and Advisory projects, and for Internal Investigations in coordination and under the; guidance of the OIO Senior team and the Director of the Office of Internal Oversight;
- Organize, under the supervision of the D/OIO and the professional staff of the OIO, the trainings sessions conducted by the OIO, securing communications, materials, consultants and locations, including the; coordination with other areas of the TS, as needed.
Other Communications
- Place and screen correspondence and calls for the Director and answer queries from delegates and other staff members with discretion and maintaining confidentiality;
- Make appointments for (when requested by D/OIO or by any of the professional staff in OIO during the course of an Internal Audit, Advisory work and Internal Investigations) and maintain the calendar of the Director updated;
- Inform the Director of appointments and travel. Prepare briefing or background materials for the appointments when requested;
- Act as an administrator of the OIO official communication and collaboration channels, ensuring it is updated and with the proper information, classification and accesses;
- Publish all the content received from D/OIO or OIO Senior team on OIO intranet site.
To collaborate with the IAS staff in keeping track of the budget of the OIO.
- Maintain the Budget File of OIO and ensure adequate classification of all financial and budget information;
- Assist the Senior OIO team with the budget implementation;
- Coordinate with the IAS staffs, and act as the OIO budget focal point towards Budget and Finance Branch, ensuring the budget status information matches the information kept by the OIO.
Duties relating to the Administration of the Division
- Support the efficient operation of the OIO, managing the Director's agenda, and ensuring frequent meetings between the Director and other staff within the Division are held to maintain the flow of information, knowledge sharing, and enhancing communication and team collaboration;
- Provide direct assistance and carry out administrative duties and general processing function, including answering enquiries, directing incoming correspondence to appropriate office members, writing outgoing correspondence, establishing and maintaining office files, scheduling appointments, preparing requisitions when the expenses are related to D/OIO and/or general expenses of the office, and other administrative documents;
- Carry out systematic review of formatting of OIO reports and outgoing correspondence before circulating;
- Assist with the drafting of the divisional budget, preparing the annual procurement plan and processing office expenses, in coordination with the OIO IAS staff;
- Ensure the maintenance and update of the Leave Records Database and leave status of staff members of the OIO. Ensure all leaves are documented and duly processed. Update on leave records of OIO staff to D/OIO as required;
Ensure the maintenance and update of the Leave Records Database and leave status of staff members of the OIO. Ensure all leaves are documented and duly processed. Update on leave records of OIO staff to D/OIO as required;
Assist with the onboarding and offboarding of OIO staff and provide support with the recruitment process of OIO interns;
Review Director’s e-mail and anticipate response or action required, only under D/OIO request;
Act as focal point within the Secretariat for information about the work of the OIO;
Log tickets for OIO visitors and keep and maintain office supplies and maintenance of OIO offices and IT needs.
Other duties
- Review Director’s e-mail and anticipate response or action required, only under D/OIO request;
- Act as focal point within the Secretariat for information about the work of the OIO;
- Log tickets for OIO visitors and keep and maintain office supplies and maintenance of OIO offices and IT needs.
RECRUITING PROFILE:
Education (Qualifications):
Essential:
High School Diploma or equivalent Diploma of higher secondary education.
Desirable:
Additional training in Auditing, Business Administration, IT.
Required Certification (if applicable): NA
Experience:
Essential: At least 4 years of progressively responsible and related experience in providing administrative support to a variety of teams at the same time (including but not exclusively finance, administration, auditing or similar). Have shown flexibility to work simultaneously in a variety of tasks related to organization and communication.
Desirable: Previous secretarial/administrative experience within an international organisation would be a strong asset.
Skills and Abilities (key competencies):
- Self-motivated with strong time management skills;
- Flexible, determined, and persistent;
- Excellent communication skills, both written and verbal;
- Strong analytical and problem-solving skills.
- Proficient in MS Office tools, including Word, PowerPoint, Excel, MS Teams, and Outlook.
- Tact, accuracy, discretion, and respect for confidentiality;
- Team-oriented with a collaborative approach;
- Ability to work in a multicultural environment independently;
- Other Skills: Interest in gender, diversity and inclusion matters.
Language Requirements:
Fluency in English is essential and a good working knowledge of another official language (Arabic, Chinese, French, Russian, and Spanish) is desirable.
