The European Union Delegation to Egypt

Office Support Agent to the Finance, Contracts and Audit Section

01/03/2020 - 00:00
Local agents

Title of the post

 

Office Support Agent

 

 

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

 

 

Education:

 

  • Secondary school diploma

 

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 Microsoft Office document icon cv_format_2.docand send it with a Motivation letter indicating the relevant professional experience to the recruitment e-mail: delegation-egypt-recruitment@eeas.europa.eu   until  March 15th, 2020 (Please write the post number in the subject)

 

 

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