Performing a wide range of office support and administrative functions.
Assisting in processes and schedules related to the PMUs’ outputs, tasks.
Assisting in the verification of receipt and accuracy of requisite documents, approvals, signatures to
ensure compliance with relevant legal, financial and other requirements.
Managing daily/weekly/monthly agenda and arrange meetings and appointments for both PMUs.
Maintaining PMUs’ office calendars and sending out reminders of impending appointments.
Being responsible for the personnel annual leaves and sick leaves tracking and approvals.
Ensuring the front office and the management of both internal and external calls, where required,
and responding to moderately complex information requests and inquiries and as necessary refer the
latter to appropriate personnel for handling.
Providing secretarial, administrative and logistics support to meetings and conferences.
Attending staff meetings and taking meeting minutes for both PMUs
Performing general administrative tasks (e.g. leave and attendance recordings and tracking,
timesheets, arrangements for meetings and other events, reservations), including preparing and/or
processing administrative requests/documents (purchase orders, quotations, travel requests, visa
applications, acknowledgement of receipts of tenders, etc.).
Translating texts such as quotations, invoices, letters and agreements, from Arabic to English and
vice versa.
Collaborating with the Administration teams in the correct filing, archiving and efficient
management of the documentation of the two Programmes, both in paper and electronic format.
Making travel accommodation and transport reservations where required.
Checking frequently the levels of office supplies inventory and placing appropriate orders along with
the Administration teams.
Updating inventory items list of both PMUs.
Collaborating with the PMUs personnel in any other secretarial, administrative, logistics and
receptionist tasks.
Performing any other duties and activities requested by the Team Leaders of the Programme and the
PMUs staff.
Requirements
3.1 Education background
Bachelor’s University degree in Social Sciences, Business Administration, Economics, Languages,
Political Science and Law or similar field of studies. Other degrees will be considered when matched
with highly qualified professional experience in the sector of intervention.
3.2 Language skills
a. Arabic native speaker.
b. Very good command of English, both written and spoken (B2 European Level).
3.3 Experiences and competences
- Minimum of 3 years of relevant professional experience as Programme Assistant and clerical
activities/duties.
- Proficient in using computers including Microsoft Office programs (Word, Excel, Power Point),
spreadsheets, email (outlook) and internet.
3.4 General skills
- Excellent interpersonal and communications skills.
- Meticulous planning and multi-tasking skills.
- Strong organizational skills.
- Good writing skills.
- Being accountable and achieving results.
- Demonstrated ability to work in a team environment, embracing cultural diversity.
4. Preferred requirements
Will be additionally considered the following preferred requirements:
- Higher degrees and qualifications in his/her educational studies.
- Relevant professional experience with Italian and other international organisations (UN, EU).
- Previous experience in either EU-funded projects or EU coordination mechanisms.
- Previous experience in managing protocolling software and systems, archiving, filing, etc.
- Teamwork and team building attitude, strategic and effective communicational skills.