Senior Officer, Administrative Affairs

About the role

The Senior Officer, Administrative Affairs provides high‑level support to the Director General (DG) Office, ensuring smooth daily operations, effective logistics, and robust document management across the organization.

Key responsibilities

• Support the execution of day‑to‑day office administrative tasks, including planning and preparing agendas for DG meetings.
• Handle logistical affairs for the DG, such as scheduling flights, accommodation, and transport.
• Coordinate translation services as requested by the DG Office Director.
• Implement documentation and archiving plans for the DG Office.
• File, track, and archive correspondence, communications and documents for all departments and offices.
• Maintain records in line with the organization’s filing and classification system, both electronic and hard‑copy.
• Manage record‑keeping systems for archiving, retention, and destruction of records.
• Supervise storage facilities to ensure appropriate environmental conditions.
• Support mitigation plans to protect documents in case of incidents or damages.
• Develop periodic reports for the DG Office Director as required.

Required profile

• Proven experience in administrative and secretarial functions within a senior capacity.
• Ability to manage complex logistical arrangements and travel coordination.
• Experience coordinating translation services and handling multilingual documentation.
• Strong knowledge of document management, archiving, and record‑keeping procedures.
• Familiarity with maintaining electronic and hard‑copy filing systems according to classification guidelines.
• Capability to supervise storage environments and implement document safety measures.
• Competence in preparing periodic reports for senior management.

Required skills