Job Title        Senior Executive Assistant
Organization Name        Mission Head Office, Sarajevo
Location        Sarajevo,BA
Closing Date of application        25-01-2012

Background        
The incumbent mainly provides quality control, follow up and monitoring assistance to the Head of Human Dimension Department (HDD) on non substantive issues, management and policy issues, departmental activities and other matters pertaining to Head of HDD functions. The incumbent also manages the office of the Head, deals with the correspondence, maintains the appointments, filter telephone calls and visitors, organizes meetings and travels, and provides administrative support.

Tasks and Responsibilities        

Provides recommendations or proposals on non-substantial programmatic issues, mainly on procedural questions and protocol processes, and analyses and checks documents or proposals presented to the Head of HDD for accuracy and adherence to procedures regarding all aspects oh his / her responsibilities and activities, ensuring that the supervisor is briefed and informed on all necessary matters requiring action;
Identifies and takes appropriate action on issues within HDD’s remit that arise from external agencies and internal staff in order to ensure that timely and appropriate responses are made. This includes taking action on organising meetings, preparing draft responses and co-ordinating with HDD senior staff and external interlocutors to ensure properly presented re-sponses in the correct manner and style;
Monitors HDD activities in order to ensure that the Head’s instructions, policies and plans are implemented, bringing any discrepancies or problems to the attention of the Head of HDD also coordinates with HDD Heads of Sections and Field Offices, FAU staff, Office of the HoM / PPU, as well as external interlocutors to ensure that the programme is implemented in line with the HDD strategy;
Compiles data and information for the preparation of briefings and documents in preparation for high level meetings, accompanies the Head of HDD where necessary and ensures that the necessary logistical and operational support is provided and that accurate records of conclu-sions and follow-up action are maintained and acted upon;
Serves as focal point in Head of HDD’s office, ensuring the efficient flow of information and administration of the office, co-ordination with HDD Senior Staff, staff from other interna-tional organisations and local counterparts on matters pertaining to HDD Head’s activities and HDD programmes by:
- monitoring and documenting incoming communications, prioritizing items for follow-up;
- providing feedback and advice on behalf of Head HDD to Heads of Sections and Field Offices;
- when required, attending routine departmental meetings on behalf of Head of HDD

Manages Head of HDD’s office, including maintaining appointment schedule, filtering tele-phone calls and visitors, organises meetings and travels of HDD Head and provides HDD Head’s office with necessary administrative support;
Other duties as assigned.

Necessary Qualifications        
Secondary education supplemented by formal studies in secretarial, administrative, languages, or in political affairs or social sciences;
At least 6 years of work experience related to high level administrative support with pro-gramme / project coordination preferably acquired in an international organisation / environment;
Excellent written and oral communication skills in English and in local languages;
Ability to work with people of different nationalities, religions and cultural backgrounds;
Demonstrated gender awareness and sensitivity and an ability to integrate a gender perspective into tasks and activities;

How to apply