The officer is responsible for providing administrative and secretarial support to members of the Implementation Units in the Procurement Policy and Advisory Department (PPAD). The role is responsible for the smooth running of the team’s activities, including travel planning and expenses, and assists in the organization of departmental events and meetings.
Responsibilities:
Making hotel/travel arrangements and itineraries and arranging visas, as required, to ensure travel arrangements run smoothly.
Provide cover to other officers/assistants during absences and provide handover notes to ensure a smooth transition.
Screening colleagues' telephone calls; responding to and dealing with external queries; and passing on calls to other members of the department as appropriate to ensure appropriate action is taken for any calls.
Maintaining comprehensive filing in various hard copy and electronic systems
Arranging internal and external conferences, presentations, meetings, international video conferences, and conference calls; receiving visitors; and ensuring that each meeting is seamlessly executed.
Draft routine business correspondence for signature. Prepare, draft, and check team documentation, ensuring quality management control.
Conduct ad hoc secretarial/administrative/departmental duties and specific tasks as required.
Maintain the team's shared calendar and weekly whereabouts.
Requirements:
Secondary/High School Education.
A recognized secretarial qualification would be useful but is not essential.
Fluent in English, with excellent written and oral communication skills.
Knowledge of another language (e.g., Russian, German, French, or Arabic), both written and spoken, would be useful.
