Office Support Agent
Candidates should send:
Curriculum Vitae [it is mandatory to fill in the attached form] in either English or French
A cover and motivation letter, maximum one page
Scanned copies of relevant diplomas / certificates of degrees
At least 2 references
The complete application should be sent no later than 01/12/2017 to mailbox: [email protected] , clearly indicating in the subject field the position applied for "Office Support Agent ".
Only the short listed candidates will be contacted.
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.
NOTE:
Daleel Madani, the civil society network, serves as a platform for organisations to post their professional opportunities, but is not involved in the recruitment process. The hiring organisation is solely responsible for the job and candidate selection.
