Under the supervision of the Head of Section, he/she shall perform the following tasks and shall have the following profile:
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.
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).
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.
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.
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.
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: firstname.lastname@example.org until March 18th, 2019