OVERVIEW OF THE FUNCTIONS OF THE POST

The SC holder carries out the following tasks with care, diligence and compliance with the instructions received from the supervisor:

MAIN DUTIES AND RESPONSIBILITIES:

• Answers incoming calls and transfer calls; receive messages, provide general information with due regard to confidential information.

• Reviews, records, distributes and processes incoming mail (electronic/hard copy); follows up on impending actions; routes information and queries for response as appropriate.

• Maintains and updates the ADMIN unit electronic and paper records/files (e.g. information databases, mailing lists, telephone directory, etc);

• Prepares a variety of administrative documentation using examples or templates provided by the supervisor; Uses word processing to produce a wide variety of basic documents and reports ensuring accuracy and adherence to established format/standards.

• Supports standard and non-standard administrative and office support activities.

• Assists in preparing contracts; payment requests; supports team in arranging travel, etc. Initiates routine/basic administrative procedures and ensure follow-up.

• Supports unit in recording and administrative processing of protocol related documents in line with the Organization’s rules and procedures;

• Assists in administration of DHL, telephone, pouch registration/shipments, and other related admin accounts.

• Assists in managing meeting rooms and vehicle bookings administration/management.

• Respond to enquiries and follow up on routine outstanding matters.

Additional tasks may be assigned, provided they are consistent with the function as set out above.

COMPETENCIES (Core / Managerial)

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REQUIRED QUALIFICATIONS

Education:

• Completed secondary, technical and/or vocational education.

Work Experience:

• A minimum three (3) years of relevant work experience in administrative and/or related tasks.

• Experience in handling incoming calls, data entry, record management, drafting basic correspondence, processing invoices, or other operational support functions.

Skills:

• Discretion and capacity to deal efficiently and tactfully with people of different cultural backgrounds and high-level counterparts.

• Excellent organizational and planning skills.

• Capacity for accuracy and attention to detail in preparation of correspondence and documents. – Good interpersonal skills, discretion, good sense of judgement and capacity to deal efficiently and tactfully with people of different cultural backgrounds.

• Ability to work under pressure and flexibility to adjust work schedules and priorities.

• Ability to work effectively in a multicultural team environment.

• Strong sense of accountability and teamwork

• Excellent IT skills with proficiency in the use of MS Office (Outlook, Word, Excel. PowerPoint, etc.).

Languages:

• Fluency in written and spoken English

DESIRABLE QUALIFICATIONS

Education:

• Bachelor’s Degree in Business Administration or related field.

Work experience:

• Experience in an international or UN organization is highly desirable.

• Experience managing a multi-line high volume office telephone system.

BENEFITS AND ENTITLEMENTS