Job Description
Reports to: Regional Director
Duration: Three years, with the possibility of renewal
Location: World Scout Bureau, Arab Support Centre (Cairo, Egypt) [Local hire]
Summary
The Assistant in the Regional Director's Office plays a pivotal role in providing administrative and
operational support to ensure the smooth functioning of the office. This position requires excellent
organisational skills, attention to detail, and the ability to multitask effectively. The Assistant will
work closely with the Regional Director and other members of the Arab Support Centre team to
facilitate communication, manage schedules, coordinate meetings, and handle various
administrative tasks.
Responsibilities
o Manage the Regional Director's calendar, scheduling appointments, meetings, and
travel arrangements.
o Prepare and organise documents, reports, and presentations as required.
o Handle incoming correspondence, emails, and phone calls, responding or
redirecting them appropriately.
o Maintain office supplies inventory and ensure office equipment is in good working
condition.
o Assist in the preparation and coordination of regional events, workshops, and
conferences.
- Communication and coordination:
o Serve as a liaison between the Regional Director and internal/external
stakeholders, conveying messages, requests, and instructions as needed.
o Coordinate communication within the regional teams, ensuring timely
dissemination of information and follow-up on action items.
o Draft, proofread, and edit correspondence and official documents on behalf of the
Regional Director as necessary.
- Data management and record-keeping:
o Maintain accurate records and databases, including contact lists, project files, and
administrative documents.
o Assist in the compilation and analysis of data for reports, presentations, and
decision-making purposes.
o Ensure confidentiality and security of sensitive information and documents.
- Meeting coordination and support:
o Arrange and coordinate meetings, including scheduling, preparing agendas, and
organising logistics.
o Attend meetings as required, take minutes, and follow up on action items to
ensure timely completion.
o Prepare meeting materials and presentations, ensuring they are distributed to
participants in advance.
- Special projects and other duties:
o Support special projects and initiatives as assigned by the Regional Director,
contributing to the overall goals and objectives of the organisation.
o Assist in the onboarding of new staff members and provide induction on office
procedures and protocols.
o Perform other administrative tasks and duties as needed to support the efficient
operation of the Regional Director's Office.