Executive Secretary - Ashoka Arab World

Ashoka Arab World Terms of Reference for Secretary Background: Ashoka’s mission is to create a competitive, entrepreneurial, and globally integrated citizen sector and to develop the profession of social entrepreneurship. Since 1981, Ashoka has identified, invested, and brought together more than 3000 leading social entrepreneurs in more than 70 countries around the world.

In the present political and social state in many of the countries of the Arab World, Ashoka is well placed to help leading social entrepreneurs step forward with leadership and ideas for a more open, developed, and promising future.

Ashoka’s roll-out plan in Egypt and the Arab world has built on the methodology we have developed and refined while launching 70 other countries, including the Arab World Regional Office in 2003.

Title: Executive Secretary.

Reporting: Operation Manager (OM) Office hours: 9 am to 5 pm (unless assigned to stay later fulfilling work requirements).

Working days: Five working days from Sunday to Thursday where Friday and Saturday are off (unless assigned to attend on weekends fulfilling work requirements).

Responsibilities: The Secretary provides continuous support to the Operations Manager to ensure the smooth operations and logistics for the office. This post calls for flexibility, excellent interpersonal and communication skills, admin skill, and the ability to work well with all levels of internal management and staff, as well as outside partners.

This post requires multi-tasking ability to deliver on the following (not exclusive) tasks:

Office Administration:

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Create and maintain a comprehensive filing system for Ashoka Arab World Office Follow up on employees absence tracking system, time-signing-cards, and time sheets. At the end of every month, compile all staff monthly reports, give originals to Finance Manager and save copy in staff files.

Manage, maintain and update, all staff and interns files under supervision of Operations Manager Follow up on printing marketing material with advertising agencies and printing houses in coordination with Media officer/assistant. Ensure that all basic Ashoka marketing materials are printed for distribution

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Coordinate maintenance (cleaning services and repair) of the office. Constant management of the cleaning time and office boy. Ensure that the office image and cleanness is impeccable. Weekly revisions of the office need to take place Recruit AAW hiring office boys for 7th and 8th Fl Arrange medical insurance coverage for all staff in coordination with FAM Follow up on all administrative tasks requested by RD or OM Keep track of the office’s calendar, update it and distribute to staff on a monthly basis. In coordination with Media Create inventory registry for stationary and office supplies and maintain them updated. This also requires compiling up-to-date quotations from several companies in order for Ashoka to choose the most cost-efficient provider

Event and Travels Organization:  Booking tickets for partners, staff and fellows  Arranging itineraries and internal transportation  Reserving hotels’ accommodation (choosing from minimum three different quotations, visiting locations) for events retreats for staff and fellows.  Assist the team in organizing events both external and internal (Induction, Panel, Iftar Ramadan, etc) through coordination of logistical issues (ensuring best venues, coordinating catering, etc) and any additional support as required  Ensuring that all financial requirements and procedures required for organizing all events, are followed-up appropriately (financial memos, creation of financial files, estimated event budgets and exchange rate explanation tables, etc). This is in coordination with Financial Manager  Preparing publications and document packages accompanying traveling staff members (in coordination with the RD’s Executive Assistant)  Arranging appointments’ schedule for traveling staff members abroad Support to Regional Director as requested and:

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Keep track of all Regional Director memos for all staff and file them in coordination with RD’s EPA Administer internal and external office correspondence Support the RD’s EPA to organize and keep up to date the RD’s files

Performance management  Together with her/his supervisor, the staff member will develop a performance agreement at the beginning of her/his term. This agreement will include goals, measures and expected results and will be the baseline for the performance review to take place after the first six months and the end of the year.  Together with her/his supervisor, the staff member will develop her/his workplan for the year with goals with bi-annual, quarterly and monthly targets.  A monthly report with all activities against objectives and concrete targets to be executed during the month will be sent to Regional Director and supervisor at the end of each month  Staff member will send a weekly time-sheet to be sent at the end of Thursdays to the Operations Manager.

Deliverables: (probation period)  

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Update office’s database with all business cards from Regional Director’s trips and staff members who bring new contacts Revise and update office’s database with current information. This requires taking a look at the database, looking for information that might not be accurate, do research on the contact names and update the information. You will also need to show the database to the Regional Director, Development officer, Operations Manager and Country Rep to get their feedback about changes that need to be done and then make all edits accordingly.

Oversee and manage the repairs needed at office premise Coordinate and manage maintenance (cleaning services and repair) of the office Create inventory registry for stationary, publications and equipment Execute tasks assigned by the Regional Director and Operations manager Maintain and update Calendar, with office monthly appointments, deadlines and events (hard copy and soft copies) Organize upcoming travels for Ashoka Arab World staff within the probation period Update and improve comprehensive filing system for Ashoka Arab World Office with a master key file and a cross reference system (under the supervision of Operations Manager)

Qualifications: Education: Proficiency in communicating in English (written and spoken) Minimum a bachelor degree in a relative field Previous experience: Minimum three years of experience in a similar position (Please attach references) Required Skills:  Excellent writing skills  Excellent communication (written and oral) skills in both English and Arabic is a must  Proficiency in Microsoft applications including Word, Excel, Power Point, etc  Excellent organization and problem-solving skills  Ability to multitask  Great attention to detail  Ability to work under pressure The Person:  Must be creative within her/his scope of work and very resourceful in problem solving.  Must understand Ashoka’s vision and work.  Must demonstrate her/his commitment with social change.  Must be a deeply trustworthy person.  Must be service-oriented and flexible.  Must be detail-oriented and able to manage multiple high-priority tasks at once.  Must be a team player with a high level of commitment.  Must maintain cooperative working relationships and interact with others in a helpful, courteous and friendly manner.  Must demonstrate sensitivity to, and respect for, a diverse population and be able to work with persons of different cultural and ethnic backgrounds across all areas of the world.