Executive Assistant to Regional Director - Asia & Pacific (APAC Volunteer)

Position title: Executive Assistant to Regional Director

Location: Regional (Remote - APAC Based)

Category: FTA International

Level: S3

Duration: Two Years (Renewable)

Supervisor/Report to: IYF Regional Director, APAC

Job type: Part-Time, (Voluntary)

The Fédération Internationale de la Jeunesse, in English the International Youth Federation (IYF), is an international non-profit youth organization network governed by the present Statutes and the Swiss Civil Code. It is politically neutral and non-denominational, aiming to empower youth worldwide.

The IYF is a global youth network, an organization advocating for change and connecting countries to knowledge, experience and resources to empower young people across the world. IYF works in over 50 countries and territories, helping to achieve youth empowerment and improve the status of youth.

The Executive Assistant to the IYF Regional Director works to enhance the 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, 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.

Mission Statement

To voluntarily represent, positively promote, and uphold the mission of “Empowering youth for a better world” in various programs and opportunities throughout the IYF interventions across member countries.

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, and comments on behalf of the Regional Director 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.

Language

Advanced English skills are required for this role.

Location

Must be based remotely in an APAC country.

Experience

Admin experience within an NGO, non-profit, INGO (such as the United Nations), government, charity, international development, or youth empowerment organisation OR a recent graduate in political science, politics, government, policy, international development, international relations, or a related field with an interest to work in one of the listed experience industries.