Executive Assistant – Middle East Office

About Us :

The Norwegian Refugee Council (NRC) is an independent humanitarian organization helping people forced to flee. We work in crises across 40  countries, providing emergency and long-term assistance to millions of people every year. We stand up for people forced to flee, advocating their rights. NORCAP, our global provider of expertise, helps improve the international and local ability to prevent, prepare for, respond to and recover from crises. NRC also runs the Internal Displacement Monitoring Centre in Geneva, a global leader in reporting on and advocating for people displaced within their own country.

We protect displaced people and support them as they build a new future. We started our relief efforts after World War Two. Today, we work in both new and protracted crises across 40 countries. We specialize in six areas: food security, education, shelter, legal assistance, protection from violence, and water, sanitation and hygiene.

Employment with NRC may lead to employment in or deployment to Regions, Countries, Areas, or Offices that may be host to considerable health, safety, and security risks. NRC takes this very seriously and we have procedures in place to reduce known risks, but will never be able to take away all risks.

NRC is an equal opportunities employer and aims to have staffing diversity in terms of age, gender, ethnicity, nationality and physical ability.

What you will do

 Generic Responsibilities:

1. Ensure adherence to NRC’s policies and procedures 
2. Support the streamlining of internal information management processes in MENA through training and assistance with establishing relevant guidelines and procedures.
3. Support preparing periodic reports and summaries as designated. 
4. Assist in regular conference calls, and meetings, and establish one-on-one relationships by preparing agendas and meeting minutes.
5. Ensuring the availability of updated information for informed decision-making by consistently updating and maintaining databases.
6. Reporting including staff Representatives (Reps.) meetings, analysis, and briefings as needed.

Specific Responsibilities:

1. In cooperation with relevant units in the regional office, support meeting preparations for the Regional Directors’ participation in meetings and conferences. Provide support during such meetings when required, including minute-taking and facilitation where applicable and needed.
2. Maintain the organizational chart for the office and region.
3. Responsible for setting up and coordinating meetings, seminars, and workshops involving members of regional management groups, including drafting of agendas, identification of meeting venue and/or video conference, minute taking, follow-up on action points, and wider information sharing within the regional office and the region (country offices).
4. Support processes related to the organizational strategy including the coordination, facilitation and documentation of triannual strategy review meetings held with country offices and head office, as well as strategy revisions in close coordination with regional office units and relevant colleagues from HO.
5. In close cooperation with the regional administration unit, facilitate logistical arrangements related to conferences held or organized by regional management or other regional office members if necessary by the regional support director.
6. E-mail administration: Ensure timely follow-ups and coordinate meeting requests.
7. Support to communicate more widely within the regional office and region in relation to regional management activities, including support on translation of meeting minutes and other internal communications and governance documents to Arabic.
8. Other ad-hoc and project-related tasks as identified by the RSD or other members of regional management groups.

Professional competencies, Qualifications & Skills required:

• Bachelor degree in Business administration , public management , international relations or any relevant field .
• Minimum of 2 years experience preferably within non-profit organizations Local NGOs / or International  (INGOs) or related sectors.
• Proven administrative skills preferably related to office management or executive secretarial,
• Resourceful: Able to follow up on key tasks without detailed supervision. 
• Research skills and experience.

Context related skills, knowledge and experience: 

• Experience working with a relevant aid agency or embassy in the Middle East
• Fluent in English and Arabic including a high degree of written English skills
• Knowledge of the context in the Middle East and North Africa
• Maintaining confidentiality and managing sensitive data/information

Behavioral Competencies 

• Planning and delivering results
• Working with people
• Communicating with impact and respect
• Analysing
• Handling insecure environments
• Coping with Chnage 

Critical Interfaces 

By interfaces, NRC means processes and projects that are interlinked with other departments/units or persons. Relevant interfaces for this position are:

• MENA management team, including the regional director and regional heads of units/departments.
• Regional management team, which includes country directors and other senior country office staff.
• Senior Regional Advisor based in Oslo

Performance Management

The employee will be accountable for the responsibilities and the competencies, in accordance with the NRC people system Goals and Performance. The following will be used for performance reviews: 

• The Job Description
• Goals and Performance on NRC People 
• NRC  Competency Framework

What We Offer

NRC is an equal opportunities employer and aims to have staffing diversity in terms of age, gender, ethnicity, nationality and physical ability.

We offer an opportunity to match your career to a compelling cause and a chance to meet and work with people who are the best in their fields.

Female candidates are strongly encouraged to apply and join our work culture that empowers every employee to share ideas and take responsibility: At NRC we think outside the box. We encourage ideas and give responsibility to all employees at all levels, to help solve the complex issues that we face. You will have many opportunities to be heard and take initiative.

We are also looking for people who share our values:

• To be dedicated in what we do;
• To be innovative with our solutions;
• To act as one unified and inclusive team;
• To be accountable to the donors that make our work possible; the people we exist to serve, and to each other… the members of our NRC family.

Additional Important Information:

Grade:                             Grade 5 Officer level , Junior Level 

Reports to :                      Regional Support Director . 

Duty station:                    Amman, Jordan

We invite applications from all qualified and interested candidates. Send in your application no later 20 July 2024 . 

Please ensure you attach your CV, Cover letter & copies of your academic and professional certificates.

ABOUT US

The Norwegian Refugee Council (NRC) is an independent humanitarian organisation helping people forced to flee. We work in crises across more than 31 countries, providing emergencies and long-term assistance to millions of people every year. We stand up for people forced to flee, advocating their rights. NORCAP, our global provider of expertise, helps improve international and local ability to prevent, prepare for, respond to and recover from crises. NRC also runs the Internal Displacement Monitoring Centre in Geneva, a global leader in reporting on and advocating for people displaced within their own country.

Employment with NRC may lead to employment in or deployment to Regions, Countries, Areas or Offices that may be host to considerable health, safety and security risks. NRC takes this very seriously and we have procedures in place to reduce known risks, but will never be able to take away all risks.

NRC is an equal opportunities employer and aims to have staffing diversity in terms of age, gender, ethnicity, nationality and physical ability.