Office support agent, EU delegation to Lebanon

Opportunity type : Job Opportunities
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Areas of responsibilities/tasks:

Assist in section management

  • Provide secretarial assistance to the different Financial Managers
  • Replace the secretary of the Head of Section (during her absence) and provide assistance to the Head of Section in the service management
  • Record annual leaves and sick days and missions/trainings and report them to the administration
  • Ensure that the section related issues are organised and updated and can be easily retrieved
  • Follow up with staff on deliverable and ensure their submission within deadlines as per the directives of the head of section
  • Keep appointments
  • Screen calls and visitors

Support to Financial Managers

  • Preliminary analysis of payment requests (upon Financial Managers’ request)
  • Encode and follow-up of bank accounts and legal entities in internal system (ABAC)
  • Encoding and publication of local calls for proposals and calls for tenders
  • Take part to information sessions for call for proposals (write down questions and answers for publication)
  • Assisting Financial Managers in managing tenders and proposals
  • Apply common filing system to existing archive
  • Organisation of the archives in accordance with Head Quarter’s rules
  • Archiving documents according to filing system

Correspondence Management

  • Edition of letters, faxes, etc.
  • Take minutes of meetings
  • Answer inquiries when requested
  • Distribute and keep records of all mail that is dispatched or received by the section

Countries covered:

  • Lebanon