Job Description contractual agent function group IV



Delegation of the European Union to Egypt

Job description – Office Support Agent to the Finance. Contracts and Audit Section

Local Agent – group IV

Post Nr: 46137

Title of the post

Office Support Agent

Job definition

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.

Competencies/Knowledge

Education:

• Secondary school diploma

Skills:

• Excellent computer skills and knowledge of office software and IT tools. Experience as user with accounting IT systems and management information systems would be an asset.

• Good level of written and spoken in English and Arabic. French would be an asset.

• Performing high professional standards with regard to reliability, confidentiality, personal integrity, loyalty and flexibility.

• Having capacity to focus on priorities and to organise work to deliver on time

• Having capacity to communicate clearly and concisely (orally and in writing)

• Having an understanding of the values and missions of the European Union.

Other Skills:

• Having ability to understand and work in a multilingual and multicultural team and to adapt to different cultural environments

• Being able to represent well the European Union when dealing with visitors.

• Having an academic degree would be an asset.

Experience:

• Being trained as Secretary and /or office manager either through specialised education or from on the job experience of at least 3 (three) years.

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