• Application Deadline:
• Position: Administrative Assistant


• Job Type Full Time


• Qualification BA/BSc/HND


• Experience 5 years


• Location Not specified


• Job Field Administration / Secretarial 
  

Job Profile

• The Administrative Assistant is responsible for providing secretarial/clerical services to the Director and performs administrative duties relevant to the Director responsibilities, within overall policies or instructions.

Duties and Responsibilities

Correspondence:

• Receives, logs, reviews and distributes all incoming mail.


• Provides background information and files concerning correspondence and ensures that urgent/ important items are drawn to the supervisor's attention.


• Drafts correspondence in one or more languages, upon own initiative or on-the-job instructions received.


• Checks outgoing mail for accuracy, conformity with overall policies or instructions, and use of the correct communication channels.

Document preparation:

• Prepares routine letters, memoranda, reports and similar documents following detailed instruction.

Business meetings/ events arrangement:

• Arranges meetings, notifies participants of place, date, time, and subject.


• Takes minutes of the meeting and prepares draft records for the Director approval.


• Makes arrangements for duty travel, prepares travel authorizations, ensures that visas, vaccination certificates, etc., are in order and completes the required forms.

Coordination:

• Liaises, on behalf of the Director, with officers inside and outside the Department/ Unit, to give or obtain information.


• Assists the Director with the coordination of submissions in relation to budget, reports, documents, presentations and work programs.


• Ensures that the Director has all the relevant files needed for the Ministerial Council, Governing Board Meetings and Sub-Committees, as well as other high-level meetings, when necessary.

Qualifications and Experience

• Bachelor's Degree in relevant field.


• A minimum of 5 years of relevant professional experience.


• Preferably at least three years in an international development institution.

Competencies:

• Extensive knowledge in the usage of office technologies, such as Microsoft Office applications (Word, Excel, PowerPoint, etc.), intra/internet as well as on-line database management.


• Excellent verbal and written communication skills.


• Fluent in English and good German proficiency. French, Arabic, or Spanish is an added advantage.


• Ability to work independently with minimum supervision and guidance.


• Good interpersonal, organizational and time management skills.