Secretary to Managing Director - ICCo India (Apply by: April 12, 2016)

JOB DESCRIPTION
Secretary to Managing Director, ICCo, New Delhi

1. POSITION VACANT: Secretary to Managing Director, ICCo, New Delhi

2. BACKGROUND:

ICCo India, affiliated to ICCO Cooperation, the Netherlands, was registered as a not-for-profit trust in India in 2008. The ICCO Cooperation is a Global development organization working in 44 countries across the globe.

ICCO Cooperation has established the following two core principles which guide the work for all ICCO regions:

1) Securing sustainable livelihoods;
2) Justice and dignity for all

A not-for-profit development organization, ICCo India stands for "Innovative Change Collaborative" in its vision and operational principles. ICCo India believes that "Innovative" strategic thinking and "Collaborative" effort, are key for bringing about desired change in society and systems.

In line with the strategic shift ICCo India has also been transitioning from a pure grant based support model to co-implementation model and co-financer model. ICCo India recognizes the need to innovate, evolve and adopt a robust strategic roadmap to secure financial sustainability. This will entail significantly greater cooperation with the Indian government and the private sector leading to a diversification in the partner mix.

ICCo India’s interventions and service offerings will aim at securing sustainable livelihoods, while inherently integrating the principle of justice and dignity within those interventions with the government for policy interventions directed at ensuring justice and dignity for all. As an organization, ICCo India’s role will thus transition from that of a provider of grant support to encompass those of broker/facilitator, co-implementer, strategic financer and lobbyist.

Please visit http://www.iccoindia.org/ to learn more about ICCo India.

ICCo India would like to engage a young, motivated and competent professional, with strong prior orientation to the provision of operational and administrative support to senior officials. This is an exciting opportunity to engage with a wider range of development sector challenges.

ICCo India is an equal opportunity employer. It fosters a multicultural work environment that values gender equality, teamwork, and respect for diversity. Qualified women are encouraged to apply.

3. JOB DESCRIPTION/ RESPONSIBILITIES:

Reporting to the Executive Director/ Managing Director, the Secretary to Managing Director will be responsible for providing comprehensive secretarial and administrative support. The post holder will also coordinate and communicate with ICCO staff, government authorities and partners.

Key Job Responsibilities:
(1) Handling requests for information and queries with discretion, maintaining a follow-up system for responses and deadlines;
(2) Receiving, screening, maintaining a log of calls and distributing correspondence to the Supervisor with full background information; 
(3) Maintaining the Supervisor’s calendar, setting appointments and providing briefings on each day, as required;
(4) Arranging travel for the Supervisor, including the purchase of airline tickets, hotel reservations and complete scheduling of trips;
(5) Managing the Supervisor’s email inbox by screening all incoming mail, determining how best to route certain questions and inquiries and responding to selected messages; 
(6) Generating minutes of meetings, taking notes and transcribing non-technical and technical correspondence from dictation, tape and manuscripts using MS Office, ensuring grammatical accuracy, spelling, formatting and conformity with procedural directives; 
(7) Producing reports, presentations and briefs using computer applications; 
(8) Devising and maintaining the office filing system, including organizing and maintaining general and confidential files, reference systems, address lists and other reference documents;
(9) Processing the Supervisor’s expense reports and reimbursements, including cash and credit card expenses, advance payments, per diems/ viaticum (which further includes gathering receipts, preparing the journal, selecting method of payment and sending it to the Program Administrator for authorization);
(10) Sourcing office supplies as per guidelines.

4. QUALIFICATIONS, EXPERIENCE AND COMPETENCIES: 

Qualification: 
(1) Bachelor’s Degree in Business Administration and/ or any other related technical, vocational or professional qualification, preferably in Secretarial Practice, is essential;
(2) Formal knowledge of ‘Short Hand’ and good typing speed is essential;
(3) Basic knowledge of administrative and/or operating protocols of a modern office and procedures of the research support function is required.

Experience:
(1) Minimum three years of experience in handling secretarial work in a similar set up.
(2) Prior experience as a Personal Assistant to a senior manager is essential.

Essential Skills and Competencies:
(1) Short hand and computer knowledge; 
(2) MS Office and English proficiency;
(3) Excellent verbal and written communications skills;
(4) Knowledge and skills of office management systems and procedures;
(5) Knowledge of handling of office documentation; 
(6) Outstanding organisational and time management skills;
(7) Up-to-date with latest office gadgets and applications;
(8) Ability to multitask and prioritise daily workload;
(9) Discretion and confidentiality. 

5. COMPENSATION OFFERED:

The offered compensation for this position is attractive and competitive to market rates. The offer made to the selected candidate shall be commensurate with qualifications, experience and salary history.

6. TERMS OF EMPLOYMENT:

The successful candidate shall be initially offered a six-month contract, renewable based on performance.

7. LOCATION: New Delhi

8. REFERENCE: SMD-ICCO

9. CONTACT INFORMATION:

Senior Consultant
Strategic Alliance Management Services P Ltd.
1/1B, Choudhary Hetram House, Bharat Nagar 
New Friends Colony, New Delhi 110 025 
Phones: 011-2684-2162; 011-4165-3612; 011-4101-1564 and 011-4101-1565
Email: smd-icco@sams.co.in

10. LAST DATE FOR APPLICATIONS:

Eligible candidates interested in this position are requested apply to smd-icco@sams.co.in 
with a cover letter, discussing their interest in and suitability for the position, along with an updated resume, giving details of three references, current cost to organization and expected compensation, by or before April 12, 2016. For further details, please visit www.sams.co.in.