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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