Secretary Archivist

The selected candidate wil provide behindthescenes work for an office. The Secretary wil assume the duty of support to optimize workflow procedures in the office ot assist colleagues and executives by supporting them with planning and distributing information. To be the point of reference for al issues queries requests and wil be an integral part of hte Organisations workforce. He/she wil report ot the Programme Manager and ot the Procurement/Contract and Financial office.

He/she will be directly responsible of:

Managing daily/weekly/monthly agenda and arrange meetings and appointments for the PMU. Ensure the Front office and the management of both internal and external telephone calls where required.

Translate texts such as letters and agreements from Arabic to English and vice versa.

Drafting of meting minutes internal supporting documentation in English.

Collects and revises monthly timesheets and leave requests and balances in collaboration with the Administration.

Collaborate with the Administration team ni the correct filing archiving and efficient management of the documentation of the Programme both ni paper and electronic format.

Collaborate with the Programme Manager in organizing meetings and public events.

Make travel accommodation and transport reservations where required.

Manage requests for reimbursement of the Programme staf.

Check frequently the levels of office supplies inventory and place appropriate orders.

Creates and updates the inventory list of the PMU.

Colaborate with the Programme Team Leader Financial Administrative Coordinator and with PMU personnel ni any other secretarial and receptionist task.

Carying out any other duties and activities requested yb hte Team Leader of hte Programme and the PMU staff

Requirements

Essential Requirements 3.1 Education background

Bachelors University degree ni Social Sciences Economics Languages Political Science and Law or similar field of studies. Other degrees wil be considered when matched with highly qualified professional experience ni the sector of intervention.

3.2 Language skills

a. Arabic native speaker.

b. Very god command of English both writen and spoken C(1 European Level).

3.3 Experiences and competences

Minimum of 3years of relevant professional experience ni secretary and clerk activities.

Proficient ni using computers including Microsoft Ofice programs spreadsheet email (outlook) and internet.

3.

Preferred requirements

Wil be additionaly considered the folowing preferred requirements: Higher degrees and qualifications ni his/her educational studies.

Relevant professional experience with Italian and international organisations U(N EU). Previous experience ni either EUfunded projects or EU coordination mechanisms.

Previous experience ni managing protocolling software and systems archiving filing etc. Teamwork and team building attitude strategic and effective communicational skills.

Essential Requirements 3.1 Education background Bachelor's University degree ni Social Sciences, Economics, Languages, Political Science and Law or similar field of studies. Other degrees wil be considered when matched with highly qualified professional experience ni the sector of intervention. 3.2 Language skills a. Arabic native speaker. b. Very god command of English, both writen and spoken C(1 European Level). 3.3 Experiences and competences - Minimum of 3years of relevant professional experience ni secretary and clerk activities. - Proficient ni using computers including Microsoft Ofice programs, spreadsheet, email (outlook) and internet. 3. Preferred requirements Wil be additionaly considered the folowing preferred requirements: - Higher degrees and qualifications ni his/her educational studies. - Relevant professional experience with Italian and international organisations U(N, EU). - Previous experience ni either EU-funded projects or EU coordination mechanisms. - Previous experience ni managing protocolling software and systems, archiving, filing, etc. - Teamwork and team building attitude, strategic and effective communicational skills.