The European Union Delegation to Egypt

Office Support Agent to the Finance. Contracts and Audit Section

04/03/2019 - 13:00
Local agents

Job Definition

Under the supervision of the Head of Section, he/she shall perform the following tasks and shall have the following profile:

 

Functions

 

  • In charge of registration and filtering of all incoming and outgoing mail/telephone calls for designated section colleagues, notably financial managers.

  • Distribution and filing of documents and correspondence.

  • Encoding in a computerised system invoices and cost claims as well as documents related to legal entities and bank accounts.

  • Assistance in the preparation of reports, payments, contracts.

  • Translation of simple documents (English into Arabic or vice versa).

  • Keeping schedules and appointments.

     

    Duties

  • Attending meetings inside and outside the Delegation; taking minutes (in English or Arabic).

  • Typing notes, letters and other documents.

  • Responsible for the computerized contacts directory and the mailing list

  • Preparation of visual aids for presentations.

  • Assist in setting up meetings, conferences, seminars, workshops, receptions, events, etc.

  • Assist in travel arrangements (tickets, hotel reservations).

     

    Other Duties

  • Organising with the Administration Section availability of transport (car / driver).

  • Responsible for section stationery.

  • Ensure the follow-up of management tools (leave plan, project lists, contact lists, etc);

  • Other support activities to members or sections of the Delegation, like customs clearance of belongings for expatriate staff, sending invitation cards.

  • Replacement of other colleagues with secretarial tasks in case of absence.

     

    Competencies/Knowledge

    Skills:

  • Excellent computer skills and knowledge of office software and IT tools. Experience as user with accounting IT systems and management information systems would be an asset.

  • Good level of written and spoken in English and Arabic. French would be an asset.

  • Performing high professional standards with regard to reliability, confidentiality, personal integrity, loyalty and flexibility.

  • Having capacity to focus on priorities and to organise work to deliver on time

  • Having capacity to communicate clearly and concisely (orally and in writing)

  • Having an understanding of the values and missions of the European Union.

     

    Other Skills:

  • Having ability to understand and work in a multilingual and multicultural team and to adapt to different cultural environments

  • Being able to represent well the European Union when dealing with visitors.

  • Having an academic degree would be an asset.

     

    Experience:

          Being trained as Secretary and /or office manager either through specialised education or from on the job experience of at least 3 (three) years.

 

Applicants must fill out the EU-CV format and send it with a Motivation letter indicating the relevant professional experience to the recruitment e-mail: delegation-egypt-recruitment@eeas.europa.eu until  March 18th, 2019

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