Office Support Agent

We offer

The post of Office Support Agent (Local Agent Group IV) in the Delegation’s Finance and Contracts Section. The team consists of 13 people and there are occasional atypical working hours.
Under this post, the recruited person will be attributed functions depending on the needs of the Delegation, and on the changes of these needs. The successful candidate will serve under the supervision and responsibility of the Head of Finance and Contracts Section, providing support, expertise and assistance in the secretarial field.

Following main tasks and duties are currently required: 

• 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;
• Format, edit, and synthesize reports and documents;
• Record annual leaves, sick days, missions and trainings and report them to the administration;
• Overall organizational and administrative assistance in the section;
• Maintenance of section’s files, classification, filing, and registering of correspondence and documents;
• Relations with external parties (keep appointments, screen calls and visitors);

• Encoding and publication of local calls for proposals and calls for tenders, as well as other tender related tasks;
• Distribute and keep records of the mails that are dispatched or received by the section;

• Receive and register guarantees and amendment;
• Prepare VAT exemptions letters and follow up;
• Prepare letters of payments;
• Drafting of correspondence and meeting minutes in the absence of the secretary of the Head of Section;
• Logistical support to the organization of meetings/events/missions;
• Any other task or ad hoc tasks relating to the activities of the Section and the Delegation.

Minimum requirements / eligibility criteria (necessary for the application to be considered)

1. Diplomas: To have either a post-secondary education attested by a diploma, or a secondary education attested by a diploma giving access to post- secondary education;
2. Minimum of three years of professional experience working within multicultural/ international organizations, the private sector or governmental bodies;
3. Working knowledge : Arabic B2, English B2, French is an asset;
4. Medically fit to perform the required duties;
5. Enjoys civil rights and permits for employment under local law.

Assets / selection criteria

Assets relevant to several tasks and duties:

• Knowledge on Budget, Finance and Contracts will be an advantage as well as experience in archiving;
• Proven knowledge of IT Tools (Word, Excel, PowerPoint, Outlook, Zoom, Skype etc.);
• High level of language skills (written, oral) in English and Arabic;
• Archiving experience;
• Time management and interpersonal skills; capacity of organizing and coordinating meetings and agendas;
• Multitasking person with a strong sense of flexibility and responsibility;
• Very good communication and organizational skills;
• Capacity to establish and maintain good interpersonal relations at work;
• A sense of discretion, confidentiality and responsibility are important prerequisites for this post;
• Ability to work effectively and independently in a multi-disciplinary and multi-cultural team.