Secretary General Office Coordinator - Internal Applicants Only

Contract

This is a Professional contract, Grade 7 (NRC) contract. More about Professional contract, Grade 7 (NRC) contracts.

This is an exciting opportunity to support the Secretary-General and Deputy Secretary General and serve as a secretariat for the Board and the Senior Management Group.

What we are looking for

We are seeking a highly qualified Secretary General Office Coordinator with documented high-level coordination and administrative tasks experience and experience handling diplomatic/protocolary issues.

What you will do

Some of your specific responsibilities include:

• Manage the SG’s calendar with a view to maximizing the strategic and efficient use of his/her time.
• Responsible for internal and external correspondence from the SG Office, including drafting of letters and documents, and for follow-up of invitations and other requests, while ensuring adequate coordination and consultation with relevant HO departments, regional and country offices.
• Manage the administrative aspects of the SG’s meetings, including liaising with participants, logistics, technical set-up, preparing agenda and meeting materials, etc. Support the Head of the SG Office in other preparations for and follow-up of SG meetings as needed, incl. coordination of input from relevant Departments and Country Offices preparation of talking points, meeting summaries, ensuring action points are followed by relevant parts of the organisation etc.
• As delegated by the Head of the SG Office, coordinate input for and prepare the SG’s presentations for internal and external audiences.
• Manage the administrative aspects of SG travels, including participation in conferences and meetings, as well as field missions. This includes responsibility for liaising with organizers and clarifying expectations for the SG’s participation; handling travel arrangements, visa procedures, and travel claims; following up on security procedures and coordinating input for and preparing the SG’s mission folder in cooperation with the regional and country offices, and relevant HO department.
• Organise and prepare internal and external communication from the SG and SG Office, incl. official correspondence and the SG’s page on Workplace, in coordination with the Head of the SG Office.
• Responsible for maintaining the SG’s personal office and IT equipment, including providing technical support to the SG.
• Responsible for developing and implementing archiving procedures to ensure the retention of documents.
• Continually improve routines and processes at the SG office according to the LEAN principles.
• Support the Head of SG Office with administrative tasks related to the Board and Senior Management Group, including preparing official governance documents, in coordination with relevant departments.
• Be a backup for the Head of the SG Office, Senior Policy Adviser to the SG, and Executive Assistant to the Secretary-General when needed.
• Other necessary tasks, as delegated by the SG or Head of the SG Office.

Please download the detailed job description to learn more about the position.

What you will bring

• Relevant higher education.
• At least 3 years professional experience, ideally including high-level coordination and administrative tasks. Experience handling diplomatic/protocolary issues is an asset.
• Relevant experience within the humanitarian field is an asset.
• Fluency and excellent writing skills in both English and Norwegian.
• Excellent organisational skills.
• Microsoft Office proficiency, including preparation of PowerPoint presentations.
• Documented ability to deliver precise and accurate work according to tight deadlines.
• Accustomed to handling sensitive and confidential information.
• Proactive attitude and ability to work independently and as part of a team.

What we offer

• Duty station: NRC Head Office in Oslo.
• Contract: national contract, 1-year contract.
• Salary/benefits: grade 7 on NRC’s regional salary scale, with accompanying terms and conditions.
• NRC is an equal opportunities employer. We are committed to diversity without distinction to age, gender, religion, ethnicity, nationality, and physical ability.
• We think outside the box, encourage ideas, and give responsibility to all employees at all levels. You will have many opportunities to be heard and take the initiative.

Find out more about the benefits of working for NRC

Important information about the application process

• Internal candidates only: please click on the suitcase icon labelled “I am an employee” to be redirected to NRC’s internal careers site.
• When creating your profile, include your full name as given on your passport. Complete all the system-required fields for experience, employment history and education.
• Submit your application and CV in English, taking care to attach your latest CV.
• Applications that do not meet the minimum standards in terms of experience or qualifications will generally not be considered. Unsolicited applications not related to this specific job advertisement will not be considered.
• Only shortlisted candidates will be contacted. We receive many applicants for each vacant position.
• If you have any questions about this role, please email ho.recruitment@nrc.no with the job title as the subject line.

Why NRC?

The Norwegian Refugee Council (NRC) is an independent humanitarian organisation helping people forced to flee. Our 15,000 staff work in crises across 40 countries, providing life-saving and long-term assistance to millions of people every year.

Watch this short video to see NRC in action.

Learn more about NRC