Duties and responsibilities:

Under the supervision of the Head of Section/Unit, the Office Assistant performs the following duties.

• Receive and screen all correspondence and other documents addressed to the Head of Section/Unit.
• Draft/respond to correspondence and e-mails; Review/Edit outgoing correspondence to ensure accuracy and completeness of information and institute follow up action. Make photocopies as necessary.
• Maintain calendar appointments of the Head of Section/Unit Chief's appointments, including official visits within and outside the mission area.
• Act as leave monitor and maintain attendance records for the section/Unit. To this end, monitor movement of the section's personnel in and outside the mission area by ensuring that Movement of Personnel Forms (MOPS) are completed and signed prior to departure.
• Prepare and monitor the section's leave plans to ensure continuous smooth work flow while other staff members are on leave, especially during holidays periods;
• Consolidate monthly requests for office supplies for the section;
• Establish and maintain a proper filing system.

Competencies:

• Professionalism: Ability to manage processes, maintain accurate records, in administrative fields.
• Teamwork: Good interpersonal skills. Ability to work in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity. Demonstrated ability to develop and maintain effective work relationships with supervisors and colleagues
• Communication: Ability to write in a clear and concise manner and to communicate effectively orally.
• Planning and Organizing - Ability to plan and organize own work effectively in an efficient and timely manner.
• Commitment to Continuous Learning - Initiative and willingness to keep abreast of new developments in the administrative fields
• Technological awareness: Ability to operate a computer with MS Word, Excel Power Point and Access and Data bases. Ability to type in English and Arabic.

Qualifications:

• Academic Background: Post-secondary education at college, university or specialized training institution. Nature and level of specialized training should include office management/business administration and technical and communications skills
• Relevant working experience: At least 4 years of experience and a high level of demonstrated analytical and problem-solving skills. Experience with UN/NGO or other International bodies an added asset.
• Necessary skills:. Demonstrated ability to apply good judgement in the context of assignments given. Fully conversant with computer operation including Word, Excel PowerPoint and Acess. Ability to Type accurately in English and Arabic. Demonstrated effective organizational skills and ability to handle work in an efficient and timely manner;
• Language: Fluency in written and spoken English and Arabic.