Office Support Agent

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 organized 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

Technical knowledge:

Knowledge on Budget, Finance and Contracts will be an advantage as well as experience in archiving.

IT tools: Good computer skills on MS Word, Excel, e-mail applications and other relevant programmes

Communication and other personal skills:

The ideal candidate should be a multi-tasking person with a strong sense of flexibility and responsibility who has very good communicational and organizational skills with the ability to set priorities and a high level of consideration for the needs of colleagues;

Very good capacity to work as member of a team and under pressure;

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.