ICAC Seeks Part-time Executive Assistant

The International Cotton Advisory Committee (ICAC) is a non-profit organisation and is the world’s only intergovernmental body for cotton and cotton textiles that is recognised by the United Nations. We are seeking a dynamic, part-time executive assistant to work 25 hours per week.  

You will work closely with a small executive team and the ICAC’s accountants. You will report directly to the Executive Director. Dealing with governments and diplomats requires attention to detail and exceptional problem solving and writing skills, so we want an exceptional candidate who is going to grow with us. We offer a generous salary package including paid holidays.

Specific responsibilities include:

Mail

  • Collect, scan and send invoices and mail to accountants?and remote staff
  • Develop and maintain an efficient filing system?
  • Manage the ICACmain email address

ICAC Member governments, Panels and Groups                             

  • Maintain accurate lists and contact information of ICAC delegates, Coordinating Agenciesand other ICAC panels and groups
  • Maintain other communication databases: Monday.com; Mailchimp, etc.
  • Point of contact for communications/meetings with ICAC delegates and Coordinating Agencies
  • Assessment/membership administration 

Travel 

  • Fill out visa applications for ICAC for international trips
  • Drop off the visa applications and handle follow up with the relevant Consulate/Embassy
  • Look for best airfare and hotel prices for ICAC staff
  • Book air tickets and hotels for ICAC staff and for small groups of participants to various ICAC events
  • Scout the best and most affordable hotel for groups of participants to various ICAC events 

Managing and running of ICAC’s Private Sector Advisory Council (PSAC) along with other staff members of the ICAC:  

  • Organising PSAC meetings every 3 months?
  • Helping with the agendas of the meetings — designing them and uploading them onto our website
  • Sending calendar invites, meeting links, reminders to the four committees of the PSAC and the Executive Committee, at least once every three months
  • Starting and recording the meetings and writing meeting notes
  • Uploading all the necessary documents related to these meetings and post the meeting documents onto our website
  • PSAC invites – ongoing?
  • Working with other ICAC staff members to invite new members and observers at the PSAC, keeping a record of all the invites, answering emails regarding the same and sending reminders
  • Helping to organise the PSAC session at annual ICAC Plenary Meetings, which includes inviting presenters, organising links, recording sessions and sending reminder emails
  • Helping with email distribution of information to the E-Phyto group once per month?
  • Organising any other meetings of the PSAC or its Committees

Website 

  • Help upload content on the ICAC and WCRC websites — papers, publications, information, agenda and minutes of meetings
  • Regularly check the websites to ensure the documents and links are updated 

 Other tasks:  

  • Help with surveys
  • Support the administrative assistant
  • Notes/minutes taking
  • You may be required to translate and edit documents/correspondences as well as interpret during some meetings in the ICAC official language you are mastering (French, Spanish, Russian or Arabic).
  • Support all ICAC staff with their projects/documents — data collection; data entering; research; format documents in PowerPoint, Word, Excel, InDesign
  • Attend weekly ICAC staff meetings

Technology knowledge 

  • Proficient with MS Office (essential)

Essential Requirements:? 

  • Bachelor’s degree
  • Fluent in English and at least one of the ICAC official languages (French, Spanish, Russian or Arabic)
  • Minimum 3 years of experience working in an administrative position?
  • Exceptional communications skills both spoken and writing?
  • Knowledge of office management practices?

Desired Requirements? 

  • Prior experience working in a governmental/diplomatic environment?

Experience:? 

  • administrative: 3 years (Required)?

Education:? 

  • Bachelor's (Required)?

 

If you'd like to apply for this position, please send a cover letter and resume to caroline@icac.org.