The Executive Assistant to IYF Regional Director works to enhance executive's effectiveness of the Regional Administration by providing information management support, She/he ensures the effective and efficient functioning of the IYF Regional Administration, full confidentiality in all aspects of the assignment, management of information flow and follow-up on deadlines and commitments made. In addition to this, the Executive Assistant also provides support to the office of the Regional Director, performing a variety of standard administrative processes ensuring high quality and accuracy of work.

Responsibilities:

(A) Ensures effective and efficient functioning of the Regional Director’s office

• Maintenance of the Regional Director’s calendar, contacts with high-ranking officials, the arrangement of appointments and online meetings;
• Preparation of high-quality briefing materials for Regional Director for meetings and when required;
• Management of Regional Director’s tasks, actions and representation schedule;
• Maintenance of contacts of high-level partners and senior officials; and
• Preparation of correspondence, directives, comments on behalf of the Regional Director for and making follow-up when required. 

(B) Ensures provision of effective communications support:

• Maintenance of the information system ensuring safekeeping of confidential materials;
• Coordination of the information flow in the office, follow up on circulation files;
• Facilitation of information sharing between Representatives, Regional Administration, and other IYF Commissions; and
• Follow up on correspondence, deadlines, commitments made, actions taken and coordination of collection and submission of the reports to the Regional Director. 

(C) Ensures effective administrative and logistical support: 

• Maintenance of archives, making sure files are properly stored and accessible; safekeeping of documents and assistance in the collection of reference and background material from registry files;
• Registration and dispatch of the outgoing communications, including pouch, and follow-up distribution; and
• Providing administrative support to the Regional Administration in other meetings.