SECONDMENT Regional Bureau Secretary

The SECONDMENT Regional Bureau Secretary provides timely, efficient and quality administrative and secretarial assistance to the Head of the Regional Bureau and officers assigned to the Office. The role involves managing correspondence, maintaining filing systems, organizing meetings, and supporting personnel-related administrative tasks to ensure smooth operations of the Regional Bureau/Liaison Office.

Responsibilities

• Perform secretarial duties and provide administrative support to the Head of the Regional Bureau/Liaison office and officers assigned to the Bureau
• Prepare and process correspondence and documentation needed for daily work
• Maintain agenda and ensure availability of necessary materials for correspondence and reports
• Put in place and maintain an effective logging-in, tracking and filing system for incoming and outgoing mail
• Ensure documentation can be traced and retrieved upon request
• Initiate and develop administrative and management procedures to ensure efficient functioning of the Bureau
• Perform secretarial duties to ensure cohesive operation of the Bureau teams
• Prepare and organize missions, international meetings and regional conferences
• Perform secretariat functions for meetings and conferences as necessary
• Ensure all correspondence is correct in presentation and linguistics and meets deadlines
• Follow up on tasks assigned to the Bureau and ensure requests are complete and well presented
• Implement administrative directives from the Head of the Bureau and Director of GORS
• Suggest improvements to administrative procedures
• Provide administrative support to all officers assigned to the Bureau
• Liaise with NCBs, Regional Bureaus and external organizations for information and documentation requests
• Undertake personnel-related administrative tasks including visa, resident permits, insurance applications
• Assist newly arrived personnel with installation and orientation
• Ensure timely completion of personnel forms, documents, and annual evaluation reports
• Perform any other duties as required by the Supervisor

Requirements

• At least two years Bilingual secretarial education from a university or an equivalent training
• A trilingual secretarial qualification would be an asset
• At least 2 years' experience in a secretarial post or equivalent experience beneficial to the position
• Similar experience in another national or international Organization would be beneficial
• Professional fluency in English
• Proficiency in another official working language of the Organization (Arabic, French or Spanish) would be an additional asset
• Solid computer knowledge including excellent command of Office Suite and Internet
• Strong communication skills, both in written and oral form
• Ability to cope with sudden increases in workload, and high degree of availability (may be required to work overtime or outside normal working hours)
• Ability to work in a team and to maintain good relations with members of the General Secretariat
• Ability to react quickly and adapt to changing circumstances
• Personal and professional maturity
• Ability to maintain objectivity and apply logical reasoning
• Ability to work in teams as well as individually
• Ability to work under pressure
• Good social skills, particularly in a multicultural environment
• Initiative, creativity (original thinking) and curiosity
• Ability to synthesize
• Good listening skills

Skills

• Bilingual Secretarial Education
• Trilingual Secretarial Qualification
• Secretarial experience
• International Organization Experience
• Professional Fluency in English
• Proficiency in Official Working Languages
• Microsoft Office Suite
• Internet Proficiency
• Written Communication
• Oral Communication
• Workload Management
• Teamwork
• Adaptability
• Objectivity
• Logical reasoning
• Working Under Pressure
• Multicultural Social Skills
• Initiative
• Creativity
• Synthesis

Languages

English, French, Arabic, Spanish