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.