Management/Project Support Assistants – English-speaking

Vacancy Notice N° e140/2015
Management/Project Support Assistants – English-speaking (Grade B1/B2)
Office Wide

Job mission

FIXED-TERM CONTRACT

Under the authority of a Head of Division, the incumbent will provide a variety of administrative and secretarial support, in compliance with general guidelines and priorities and with a concern for quality, efficiency and accuracy.

Key activities

The incumbent performs the following key duties:

›          receives, reviews and dispatches incoming correspondence, e-mails etc.; manages shared mailboxes;

›          drafts and formats standard correspondence, memos and presentations in accordance with instructions; organises physical and electronic files;

›          proofreads and makes grammatical corrections of texts and documents; checks translations; organises the production, distribution and publication of documents in print version or online;

›          carries out the practical and logistical organisation of meetings, official journeys and other events; keeps track of all administrative files and financial arrangements concerning these events;

›          makes travel, visa and accommodation arrangements for staff members and experts; assists in the reimbursement of travel and subsistence expenses in accordance with relevant procedures; verifies cost of missions and follows up on outstanding claims;

›          processes purchase orders for contract letters, administrative arrangements, consultancy contracts and service contracts in line with instructions and relevant procedures;

›          records, verifies and keeps up-to-date all kinds of data (files, documents, statistics, data bases, web sites, information and documentation tools etc.);

›          in certain sectors provides assistance in the implementation of projects.

Please note that the incumbent may be required to perform other duties not listed in the vacancy notice.

Closing date: 18 January 2016

Read more and apply here.