J/P Haitian Relief Organization (J/P HRO) evolved as a NGO since its inception in January 2010, transitioning from an emergency to a development context. Hence, the need for J/P HRO’s structure to adapt accordingly in order to support new monitoring and reporting needs, as well as efficiency imperatives. J/P HRO is seeking for An “Executive Assistant” for its office based at Delmas.
The Executive Assistant is a key role in supporting the work at the most senior level. S/He will have to work with the Country Director, the Board, the Senior Management team and other staff. The EA will ensure statutory requirements are identified and met, contribute to the overall development of the organization, maintain and develop systems, procedures and records in line with the organizations policies and objectives. S/He will also be required to support the day to day work of the Country Director as this role works across the organization to ensure that the organization operates intelligently and strategically.

Under the supervision of the Country Director, the responsibilities of the Executive Assistant are as followed:

• Ensure necessary records are maintained that can readily provide current, accurate and accessible information;
• Participate to field visits and write field trip reports;
• Support the Country Director in the preparation and presentation of reports, proposals, budgets and related activities in servicing and developing contracts and relationships with stakeholders and partners;
• Support the Country Director in the preparation of all documentation required for key decision making as required;
• Under the guidance of the Country Director ensure that all documents submitted for his approval/signature are complete and respond to JP/HRO’s policies;
• Have access to confidential information, requiring absolute discretion at all times;
• Ability to organize and prioritize tasks is a key requirement;
• Have demonstrable experience of working at a similar level and proven administrative, secretarial and office skills;
• Be able to plan, organize anticipate requirements well in advance to support the smooth running of the office;
• Be responsible for supporting all aspects of the Country Director’s work including appointments and the diary, travel and accommodation as required in addition to managing dates, producing agendas, minutes and all key paperwork for meetings;
• Have excellent written and verbal communication skills;

• Have demonstrable experience of working in a similar role at a comparable level in the NGO’s sector (Essential)
• Have an understanding of the requirements and implications of working with a Director (Essential)
• Computer literacy; experience of Word, Excel, PowerPoint, access database software etc... (Essential)
• Excellent administration and secretarial skills (required)
• Excellent verbal and written communication skills (Essential)
• An understanding of the statutory responsibilities of running an NGO (Desired)
• An understanding of the operation, application and accountability of public funds (Desired)
• Strong Communication skills
• 3-5 years of relevant experience in Administration
• Fluency in English, French and Creole
• Experience of institutions that work in partnership

PERFORMANCE COMPETENCIES AND CRITERIA:

Working with the Managing Director and other staff to:

• Comprehensive administration duties in support of the Managing Director, board and senior management team
• Arranging travel and accommodation for the Country Director
• Day to day planning and organization of the Country Director’s diary
• Dealing with the Country Director’s post and correspondence
• Set up meetings and appointments, organizing venues and hospitality for visitors etc…
• Take responsibility for the ordering of stationary and office supplies
• Service the board including the production of agendas, minutes and key papers
• Document minutes of all meetings as directed by the Managing Director
• Undertake mailings and communication as directed by the Managing Director
• Set up and maintain the integrated electronic and paper based filing systems
• Work with the communications team to maintain and develop databases and mailing lists to ensure they are current and up to date at all times
• Play a key role in the formatting and presentation of the organization corporate materials and documents
• Maintaining proper records
• Any other duties appropriate to the post

To apply for this position please submit your application including motivation letter, resume and copy of diplomas to the Human Resources Department before September 30th, 2013 at 17, Rue Maurice Latortue , Delmas 48 or hrstaffing@jphro.org

N.B Please mention the "position applied for" as subject of your email. Only Shortlisted candidates will be contacted for interview.

WORK VALUES
 Committed
 Innovation / Use of best practices;
 Customer care oriented;
 Flexibility and team player;
 Ability to exercise judgment;
 Positive work attitude and ability to work productively in a pressurized environment;
 Ability to cope with stressful situations and frustrations;
 Excellent analytical and organizational skills;
 Detail oriented and ability to work on multiple projects simultaneously and meet deadlines;
 Excellent interpersonal and communication skills