Secretary / Assistant in Foreign Mission to the Head of Office

13 يوليو، 2023

0 1 2 دقائق

We seek an experienced, energetic, and organised Secretary / Administrative Assistant to join our team. In this position, you will provide secretarial and administrative support for the Head of office and other staff of the Mission. In addition to secretarial and administrative affairs, filing and scheduling, data collection and analysing, you will perform duties such as communication with local governments and institutions, and work on different assigned projects when required. Other duties will include scheduling and organising complex activities, meetings and events.

Secretary / Administrative Staff Duties and Responsibilities

Bookkeeping.
Act as a liaison with local agencies when directed.
Ability to work independently and within a team on special projects.
Provide backup support to other local employees within the Mission as directed and when required.
Maintain a high level of confidentiality in matters relating to the Head of Mission and follow processes and procedures in respect of records and premises.
Handle all the administrative matters regarding day-to-day operations and procedures for the Head of Mission’s office.
Respond to enquiries accurately, filter incoming telephone and e-mail enquiries for the office, provide routine advice and forward requests/calls/complaints to respective respondents and operate routine office equipment in order to sustain high quality management of the Office.
Prepare & register all correspondence, type and edit letters, reports, internal memos, and prepare documents as necessary, to maintain a high quality professional filing system for effective tracking and record keeping.
Book internal/external reservations for Office activities (e.g. conference rooms, meeting halls, and airline and hotel reservations) and other logistic services as required, in coordination with concerned persons.
Prepare daily / weekly schedule for the Head of Mission’s meetings and tasks.
Prepare agendas for the meetings. Ability to write the Minutes of Meetings.
Documents Translation (Arabic/English, English/Arabic) and the preparation of correspondence & letters (A/E, E/A).
Summarize and translate daily news.
Facebook page management (update relevant news and photos of events).
Receiving Head of Mission’s guests/reception, and helping others in the mission when needed.
Support Consulate section when necessary (Shall be very familiar with the regulations related to consulate affairs).
Any other tasks assigned by the Head of office or other staff in the mission.

Secretary / Administrative Staff Requirments and Qualifications

Minimum of college/university degree.
Strong English-Arabic language and translation skills, including writing, grammar, and spelling. (Tests will be conducted during the interview)
Full cooperation with overtime duties on weekdays, weekends/national holidays as requested.
Ability to collect and analyze general data when requested.
Excellent time management, communication, ability to observe and adhere to protocol.
General knowledge of local and international laws.
Passion for internal and international affairs.
Proficiency with Microsoft EXCEL, PowerPoint, Word and video editing softwares.
Personal effectiveness and credibility.
Strict attention to detail and ability to follow orders.
Ability to keep records and files organized.
Competent collaborator and skilled cross-functional communicator.
Strong time management with respect for deadlines.
Confidence with numbers (not afraid of math).
Ability to resolve general administrative problems.
Willing to respect and assist staff of all genders and religions.