Programme Assistant to support Programme Management Units (PMU)

• Performing a wide range of office support and administrative functions.
  
• Assisting in processes and schedules related to the PMU and FSUs outputs, tasks.
  
• Assisting in the verification of receipt and accuracy of requisite documents, approvals, signatures to ensure compliance with relevant legal, financialand other requirements.
  
• Managing daily/weekly/monthly agenda and arrange meetings and appointments for PMU.
  
• Maintaining PMU office calendars and sending out reminders of impending appointments.
  
• Being responsible of verifying and filling the car-logs ensuring accuracy, completeness and consistency with the relevant supporting documents.
  
• Being responsible for the personnel annual leaves and sick leaves tracking and approvals for both PMU and FSUs offices
  
• 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.
  
• 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 programme 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 for PMU
  
• Collaborating with the PMU 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 PMU staff.
  

Requirements

• 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.
  
• Proficient in the preparation, set up and follow up of the online meetings.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.
  

• 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.