ROSTER - Team Assistant G8 & Administrative Assistant G7
ROSTER - Team Assistant G8 & Administrative Assistant G7
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Job Description
Vacancy Notice 1179
INTERPOL is the worlds largest international police organization with 196 Member Countries. Created in 1923 it facilitates cross-border police co-operation and supports and assists all organizations authorities and services whose mission is to prevent or combat international crime.
INTERPOL strives to achieve a diverse and inclusive workforce and welcomes applications from individuals with diverse backgrounds experiences and perspectives. To achieve our Diversity goals we encourage applications from women and nationals of under/unrepresented member countries who are passionate about our recruitment process is merit-based hence all hiring decisions are made considering the applicants qualifications and the needs of the Organization.
Job Title: ROSTER - Team Assistant G8 & Administrative Assistant G7
Location: Multiple Duty Stations
Type of contract: Fixed-term and Short-term
Duration: Different contract durations
Grade: 8 and 7
Level of Security screening: Basic
Deadline for application: 3 July 2025
Conditions applying for all candidates
Only professional experience for which candidates can provide official proof of employment will be considered. Internships of 6 months or more within a related domain will be considered as 50% of their total duration. Internships of less than 6 months will not be considered.
Candidates could be requested to provide copies of such official documents prior to interviews/test.
Tests/interviews in connection to this roster exercise will take place approximately 4/5 weeks after the deadline for applications. Applicants are kindly requested to plan their availability during this period accordingly in case they are short-listed.
This roster exercise will be used to generate a pool of suitable candidates that may be used to address Organizations staffing needs in the future.
Team Assistant - Grade 8
SUMMARY OF THE ASSIGNED DUTIESINCLUDING GOALS AND OBJECTIVES OF THE POST
Under the supervision of the hierarchy the incumbent will assist in supporting various administrative tasks within the Team/ Office.
PRINCIPAL DUTIES AND ACTIVITIES/PRINCIPALES MISSIONS ET ACTIVITS
DUTY 1
Assist in the review of documents in the framework of the Units or Teams activities and processes.
Ensure quality control follow up and update of documents.
DUTY 2
Conduct research and keep up with any possible developments.
Draft documents and reports ensure formatting and consistency update and track Key Performance Indicators (KPIs).
DUTY 3
Assist in the preparation of meetings workshops training and other events within the Office.
DUTY 4/Mission 4
Perform any other duties as required by the hierarchy.
QUALIFICATIONS COMPETENCIES AND SKILLS
Education and qualification required:
- A specialized/vocational diploma is required or University education. Additional specialization in a relevant area/domain would be an asset.
Experience required:
- At least two years experience in administrative and secretarial support. Candidates with a two-year higher diploma need no previous experience.
- Experience of working in an international or multicultural environment would be an asset.
Languages:
- Professional fluency in English (written and oral) is required.
- Proficiency in a second official working language of the Organization (French Arabic or Spanish) would be an additional asset.
- Knowledge of other languages may be an asset.
Abilities required:
- Strong interpersonal and organizational skills.
- Ability to work in teams as well as individually.
- IT proficiency and strong skills in business intelligence Internet research and MS Office processing software.
- Good oral presentation skills.
- Sense of initiative and curiosity.
- Proven ability to work with minimum supervision.
Administrative Assistant - Grade 7
SUMMARY OF THE ASSIGNED DUTIESINCLUDING GOALS AND OBJECTIVES OF THE POST
The post holder will provide under the responsibility of the hierarchy (Head of Unit or similar) the overall follow-up related to the preparation of specific projects files activities which comes under the responsibility of Office.
The incumbent will also be responsible for providing timely efficient and quality administrative and secretarial assistance to the Assistant Directors Directors or Head of Bureaus and other officials to the assigned perimeter.
PRINCIPAL DUTIES AND ACTIVITIES
DUTY 1: Administrative and Logistical Support
Provide administrative assistance to the structure and ensure the efficient preparation and administration of specific projects/files/activities in compliance with the established time schedule and according to deadlines. Afterwards provide the regular follow-up and reporting to his/her hierarchy regarding the implementation of the specific files/projects/activities.
Provide logistical support in the organization of missions meetings and events and assist his/her hierarchy in the management of the day-to-day activities.
Be responsible for receiving recording processing and disseminating information received and conduct appropriate follow-up.
Ensure that administrative procedures are followed; In collaboration with other Assistants suggest ways to improve administrative procedures when appropriate and ensure the timely implementation of administrative instructions.
DUTY 2: Team Coordination Support
Assist in the management development and follow-up of the requests coming from other units and Directorates. Follow-up as required to ensure that action is taken in a timely and effective manner.
Develop and maintain an understanding of the broader team pro-actively support the team.
Assist the hierarchy in the planning coordination and prioritisation of overall activities.
DUTY 3: Financial or Personnel Support
Upon request manage and check purchase requisitions. Create and update purchase orders in the system and acknowledge receipt after verifying with the teams.
May assist newly arrived personnel with their installation and orientation.
May undertake personnel-related administrative tasks and ensure local contact network with Government departments to facilitate the execution of personnel-related procedures i.e. applications for visas resident permits insurance etc.
DUTY 4: Research and Coordination Support
Collect compile format and provide reporting of data as requested by the hierarchy. This includes requests for contributions to prepare for missions weekly/monthly reports and Dashboards and ad-hoc reports.
Support research and reporting of activities e.g. emerging crime trends and threats to security.
Appreciate and highlight emerging patterns in the operating landscape that can impact the environment in which law enforcement agencies operate.
Support communication with relevant stakeholders and networks conversations amongst the community to monitor developments in key areas.
Assist in the development of innovative methodologies for research and analysis.
May be required to replace other administrative staff.
Perform any other duties as required by the hierarchy.
QUALIFICATIONS COMPETENCIES AND SKILLS
Education and qualification required:
- At least two years University education in a relevant area.
Experience required:
- At least two years experience in administrative/secretarial posts.
- Experience in supporting team coordination research financial follow-up would be an asset.
- Demonstrated knowledge of office word-processing spreadsheet database and presentation software.
- Demonstrated knowledge of an ERP business intelligence or web-publishing tool would be an asset.
- Experience in an International Organization would be an additional asset.
Languages:
- Professional fluency in English (written and oral) is required.
- Proficiency in a second official working language of the Organization (French Arabic or Spanish) would be an additional asset.
- Knowledge of other languages may be an asset.
Abilities required:
- Excellent command of office software.
- Excellent organizational and problem-solving skills.
- Ability to react quickly and adapt to changing circumstances.
- Ability to work in an autonomous way and show proactive attitude.
- Strong communication skills both oral and written form.
- Team-work oriented.
- Ability to cope with sudden increases in workload (occasional overtime based upon workload).
- Ability to work under pressure.
- Discretion diplomacy tact rigor.
- Attention to detail and organizational skills.
- Sense of initiative.
- Flexibility.
Employment Type
Full Time
