Executive Assistant to Regional Director

Job Description

Title: Executive Assistant to Regional Director

Company Name: Handicap International (humanity & Inclusion) in Bangladesh

Vacancy: 1

Age: At least 18 years

Job Location: Dhaka, India, Nepal

Salary: Negotiable

Experience:

• At least 5 years
• The applicants should have experience in the following business area(s): NGO

Preferably a master's degree or its international equivalent degree in fields relevant to the role: social sciences, politics, international relations, economics, or engineering.

• At least 5 years
• The applicants should have experience in the following business area(s): NGO

• Age At least 18 years

DESIRED PROFILE

• A minimum of 5 years’ professional experience in a similar role, with demonstrable direct experience in fundraising.

• Previous work experience in an international humanitarian NGO or an international company.

• HI’s vision, mission, values, and strategy; the Humanitarian Principles

• The fundamentals of disability

• Institutional frameworks

CROSS-FUNCTIONAL SKILLS

• Written and oral communication in English at an expert level

• Decision-making;

• Frameworks and references

• Collaborative office software tools

• Stress management

• Collaborating within a global organisation

• Dealing with ethical issues

• Monitoring and emergency response preparedness.

• Information systems security

PERSONAL SKILLS

• Ethical values and a constructive and critical mindset

• Leadership: inspires confidence, motivates, leads by example, and makes and takes responsibility for decisions

• Supportive (shows trust / recognises achievements)

• Cooperative/collaborative (seeks feedback / listens to the organisation)

• Diplomacy

• Bold (shows Initiative/entrepreneurship)

• Resilience to stress and uncertainty.

• Capable of self-criticism (listens and seeks to improve)

• Pragmatism, the ability to adapt with agility

Handicap International Federation (HI) also known as Humanity & Inclusion globally, is an independent and impartial aid organization, created in 1982, working across 60 countries. HI works alongside the vulnerable populations, whatever the context, taking action to respond to their essential needs, improve their living conditions, and promote respect for their dignity and fundamental rights.

HI South Asia (Bangladesh, India, Nepal, Sri Lanka) Regional Programme is seeking applications from qualified local candidates for its national position of EARD (Executive Assistant to the Regional Director).

Location: Dhaka/Kathmandu/Noida (any of the 3 locations as per nationality of candidate)

Terms & Conditions: Fixed Term Contract: One year from the joining date

Category: Expert (senior position)

Mission:

Reporting to the Regional Director for Asia, the Executive Assistant to the Regional Directorate contributes to the implementation of Humanity & Inclusion’s mandate and strategy within their geographical area. They ensure the optimal quality and impact of projects implemented in their country through a system of delegation with appropriate control mechanisms. Together with all HI directors and through paradigm shifts, they share responsibility for the sound management and effective functioning of the global organization.

Key Responsibilities:

Mission 1: Control center: monitoring the implementation of HI’s strategies and policies:

- Ensure that each department designs and uses internal checklists for regular internal controls/spot checks during country visits, in coordination with Regional Managers and the relevant contacts at head office. Monitor the implementation of HI’s global policies (PSEAH, child protection, fraud and bribery, mandatory cross-cutting approaches, etc.)

- Propose and organize change management.

- Alert the Regional Director or other relevant departments in the event of problems and help to identify them, recommending appropriate action.

- Coordinate and support the implementation of internal investigations into specific cases of PSEAH, fraud, or abuse when required by the Regional Director.

- Ensure that ARCI reports are carried out in accordance with the organizational chart and facilitate their updating.

- Formalise monitoring by populating the implemented dashboards

- Facilitate the Green Team in its role as lead.

- Support the DR in monitoring and producing appropriate and reliable reports, including SitReps.

Mission 2: Capacity builder: contributing to capacity development.

- Contribute to the deployment and development of capacities in relation to project management, operations management, emergency response (in close collaboration with the Emergency Division), and partnerships.

- Contribute to identifying needs in terms of skills development and setting priorities for capacity building (in close collaboration with the Human Resources, 3i, and DFI Divisions).

- Contribute to training on prioritised operational topics (provide input on training content, assist in facilitating training sessions, etc.)

- Act as a mentor to senior operational staff (Area Managers, Operations Managers, CMs, etc.)

- Act as a coach for new regional HI posts, covering working methods, key initiatives, global strategies, etc.

- Contribute to the recruitment of senior operational staff, which will involve systematically contributing to the recruitment and annual appraisal of these roles.

- Promote the organisational culture alongside training, education and communications processes, etc.

Mission 3: Emergency preparedness and response:

- Lead the definition and implementation of the regional REACT action plan at the regional level, in close coordination with the relevant Regional Managers.

- Contribute to improving emergency response practices, frameworks and partnerships

- Maintain a regional humanitarian early warning system to support regional and national preparedness.

- Support Country Managers in defining and implementing each country’s REACT action plan.

- Support Country Managers in defining and implementing emergency responses in their country.

- Ensure the necessary coordination and exchange of information with all relevant headquarters departments during emergency responses.

- Is responsible for monitoring Minimum Preparedness Measures (MPMs) at the regional level.

- Acts as Emergency Operations Manager, providing temporary support to the Country Manager or another senior management role during the initial stages of an emergency, in support of the CM and the country team (in accordance with the CM’s specific delegation of authority).

Mission 4: Coordination with internal stakeholders:

- Support the Regional Director in implementing the Operational Strategy (StratOp), monitoring deadlines and indicators, and planning (including all related documents).

- Support the Regional Director in framing the merge of the South Asia and Southeast Asia programs by the end of 2027.

- Collectively develop and capitalize on regional knowledge (fact sheets, infographics, videos, position papers, and HI experiences) in collaboration with the SMT.

- Facilitate, at agreed intervals, relevant communication and coordination between headquarters representatives if this channel remains in place. Where a headquarters representative has not been clearly identified, facilitate communication and coordination amongst representatives for the regional programme.

- Organize regular or ad hoc meetings for information sharing and coordination.

- Ensure an adequate exchange of information and clarity regarding roles and responsibilities, and alert the DR if necessary.

- Represent the regional programme at internal global meetings when requested by the DR or during the DR’s absence, if so agreed.

- Support the DR in organizing regular coordination meetings and the regional program's annual workshop.

- Receive the actions arising from the O₂ and AGD working groups as part of the role’s decentralized responsibilities.

Mission 5: Management (short term):

- Stand in for a Country Manager (CM) during their absence (when no other resource is available at country level) or ensure gap filling (in accordance with the standard CM job description)

- On an ad hoc basis, acts on behalf of the Regional Director (RD) on certain matters in their absence, if so agreed with the RD, whilst maintaining confidentiality and ensuring the proper handling of any confidential information entrusted to them.

Other: Any other duties assigned by their immediate line manager that are not incompatible with their role and do not detract from their other duties and working conditions.

• Provident fund,Tour allowance,Medical allowance,Mobile bill,Weekly 2 holidays,Insurance,Gratuity
• Festival Bonus: 2

• Medical Coverage: Staff and dependents will get general/outpatient, hospitalization, dental, and optical medical insurance facilities as per the HI policy.

• Maternity Coverage: Staff & dependents will get maternity medical coverage facilities per the HI policy.

• Group Life Insurance Coverage: Staff will get the death benefit, accidental benefit, permanent partial disability benefit, permanent total disability benefit, and critical illness benefit as per the HI policy.

• Leave: Staff will get sick leave, annual leave, casual leave, medical leave, and event leave as per HI policy.

• Allowance for Children`s Education: Staff will get an allowance for Children`s Education as per the HI policy.

• National travel cost of child caretaker: Female staff will get a reimbursement for the cost of national travel of the child caretaker as per the HI policy.

• Additional Responsibility (Interim) Allowance: Staff will get an allowance for additional responsibility (interim) as per the HI policy.

• Relocation Allowance: Staff will get an allowance for relocation allowance as per the HI policy.

• Work From Home: Staff will get work-from-home facilities as per the HI policy.