Secretary to the FInance & Contracts Section – EU Delegation to Egypt

Job Vacancy

European Union Delegation to Egypt – Cairo

Secretary to the Finance & Contracts Section

Indefinite Term Contract  

Local Agent – Group IV

Scope of Work / Tasks:

A) Secretary tasks

• In charge of registration of all incoming and outgoing mail for designated professional staff.

• Distribution of documents and correspondence.

• Translation of simple documents: English into Arabic or vice versa. (Other European Union member state languages would be an asset).

• Registration of telephone messages. Call back.

• Keeping schedules and appointments.

• Attending meetings inside and outside the Delegation and taking minutes (in English).

• Typing notes and other documents.

• Preparation of visual aids for presentations.

• Filing.

• Assist in setting up meetings, conferences, seminars & workshops, including catering.

• Travel arrangements (tickets, hotel reservations).

• Organising with the Administration Section availability of transport (car / driver).

• Responsible for section/team stationery.  Collecting requests for stationery, preparing purchase requests, obtaining required approvals and receiving supplies.

• Other support activities to members or sections of the Delegation, like clearance of personal belongings, sending invitation cards.

• Replacement of other secretaries and of Archivist in case of absence.

B) Financial related tasks and horizontal tasks

• Encoding in a computerised system invoices and cost claims.

• Assistance in the preparation of reports, contracts.

• Weekly preparation/extraction of the outstanding invoices, files etc.

• Daily follow up of the HoS incoming registered documents in ARES (IT system for registration of documents), related to each contracts, and dispatch to the relevant responsible financial manager.

• Any other tasks requested by the HoS in the interests of the service.

Profile

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

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

• Excellent computer skills and knowledge of appropriate Software.

• 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 academic degree would be an asset.

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

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

• Written and spoken English / Arabic.  Knowledge of French an asset.

A previous experience in the usage of computerised accounting tools for encoding or registering invoices, payments and other financial transactions will be considered an assets.

An experience as accountants or a degree in accounting/financial required matters will also be considered an assets.

Application deadline: 8 March 2015

Read more and apply here.