SECRETARY - Regional Office for the Middle East and North Africa - United Nations Office

Regional Office for the Middle East and North Africa



TERMS OF REFERENCE - SECRETARY





A. Contract type: Service Contract (SC)B. Duty Station: CairoC. Section/UNIT: United Nations Office on Drugs and Crime, Regional Office for the Middle East and North Africa, EgyptD. Duration of Employment: 6 months renewable upon satisfactory performance and availability of funds



F. Organization Setting:



The incumbent will report directly to the Executive Associate to the Regional Representative/Focal Point for Human Resources.



G. Job content



Under the direct supervision of the Executive Associate to the Regional Representative/Focal Point for Human Resources, and the overall guidance of the Regional Representative, the incumbent will fulfill the functions of a Secretary which will mainly include the following:



Place and screen telephone calls, answer queries prudently, maintain and schedule appointments for one’s own work and for supervisor(s);Receive guests and direct them to the right person to address their needs;Prepare and draft correspondence, in English and Arabic;Manage all incoming/outgoing correspondence and their distribution among concerned staff members located in ROMENA and outposts and other parties;Serve as the Administrator for FO Contacts Management Application; keep and update a directory of ministries, government officials and diplomatic corps of the countries in the region as well as in the Office Contacts Data Base; Maintain office filing, i.e., incoming, outgoing, country and thematic files;Responsible for stationary supplies, maintain and update log book for office stationary and paper supply; Update the staff security list;Assist the work of the HR Unit when required.Assist in conducting research and compile relevant documentation;Prepare necessary shipments with airway bill or proforma invoice with the courier service for staff members;Maintain the office library and resourcesFulfil any other assigned duties, as requested by the supervisor.







Qualifications:



Education: University degree in Management, Business Administration or Social Science.



Experience:At least 3 years of experience in a similar position. Previous experience in an international setting would be an advantage.



Competencies:Tact and diplomacy;Ability to work in a mutli-cultural environment;Hard worker and able to work independently;Has an excellent attention to details and ability to follow up.



Language: Fluency in English and Arabic.



Essential skills: Speedy (Touch) typing in both English and Arabic,Excellent computer skills.



Interested candidates should submit their duly filled P.11 form along with a covering letter as to why they think they are the most suitable ones for this position, to fo.egypt@unodc.org by COB 12 September 2010, writing in the subject line the title of the position.



Regional Office for the Middle East and North AfricaTERMS OF REFERENCE - SECRETARY A. Contract type: Service Contract (SC)B. Duty Station: CairoC. Section/UNIT: United Nations Office on Drugs and Crime, Regional Office for the Middle East and North Africa, EgyptD. Duration of Employment: 6 months renewable upon satisfactory performance and availability of fundsF. Organization Setting: The incumbent will report directly to the Executive Associate to the Regional Representative/Focal Point for Human Resources.G. Job content Under the direct supervision of the Executive Associate to the Regional Representative/Focal Point for Human Resources, and the overall guidance of the Regional Representative, the incumbent will fulfill the functions of a Secretary which will mainly include the following:Place and screen telephone calls, answer queries prudently, maintain and schedule appointments for one’s own work and for supervisor(s);Receive guests and direct them to the right person to address their needs;Prepare and draft correspondence, in English and Arabic;Manage all incoming/outgoing correspondence and their distribution among concerned staff members located in ROMENA and outposts and other parties;Serve as the Administrator for FO Contacts Management Application; keep and update a directory of ministries, government officials and diplomatic corps of the countries in the region as well as in the Office Contacts Data Base; Maintain office filing, i.e., incoming, outgoing, country and thematic files;Responsible for stationary supplies, maintain and update log book for office stationary and paper supply; Update the staff security list;Assist the work of the HR Unit when required.Assist in conducting research and compile relevant documentation;Prepare necessary shipments with airway bill or proforma invoice with the courier service for staff members;Maintain the office library and resourcesFulfil any other assigned duties, as requested by the supervisor.Qualifications:Education: University degree in Management, Business Administration or Social Science.Experience:At least 3 years of experience in a similar position. Previous experience in an international setting would be an advantage.Competencies:Tact and diplomacy;Ability to work in a mutli-cultural environment;Hard worker and able to work independently;Has an excellent attention to details and ability to follow up.Language: Fluency in English and Arabic.Essential skills: Speedy (Touch) typing in both English and Arabic,Excellent computer skills.Interested candidates should submit their duly filled P.11 form along with a covering letter as to why they think they are the most suitable ones for this position, to fo.egypt@unodc.org by COB 12 September 2010, writing in the subject line the title of the position.



Ref.: Najlaa Abd El Bary