Specific post environment

The Office Assistant will work under the direct supervision of the Head of Office at HQ to whom s/he reports.

Accountabilities:

 OFFICE MANAGEMENT

• Provide office support and secretarial/administrative assistance in order to contribute to the effective day-to-day running of the Office. The support provided may include tasks related to residential and other local administration topics
• Execute administrative tasks, notably financial administration of the office: handling and follow-up of book-keeping, logistics and monthly reporting to the Head of Office, maintaining and managing the petty cash ledger, supervising local bank accounts as well as payments to suppliers, liaising with relevant staff at Head Office and ensuring timely input, validation and reporting to the Head of Office
• Prepare standard texts (e.g. letters to authorities, answers to clients, a compilation of information letters); edit and/or finalize, distribute and file minutes, reports, notes letters and other documents, as required.
• Acting as an interface with the Ministry of Foreign Affairs to all diplomatic and protocol procedures, and other relevant ministries
• Management and interface with the various departments concerned at Headquarters for telephone equipment (fixed and mobile), desktop computers, video conferencing system, IT access rights
• Interface with various suppliers and administrative management of contracts
• Interface with local and regional EU Delegations on administrative matters
• Procurement management and office supplies inventory
• Assist in the organizing events in the region
• Maintain and update social media applications made available by the company

 ACCOUNTING

• Under the supervision of the Head Office, and with his/her approval:
• Management of all accounting aspects of the office in liaison with the Accounting Department at HQ
• Administrative management of the office bank accounts and cash management
• Monitoring of VAT records with the Ministry concerned
• Administrative management of payments of supplier invoices (quotes, orders, and deliveries)

 ADMINISTRATION

• Management of incoming telephone calls and correspondence
• Organize and follow up diaries and organization of internal and external meetings
• Responsible for the travel arrangements and expense reports of expatriates as well as the local team, if relevant
• Provide general administrative assistance to the company’s personnel on business trips in the region, in coordination with secretariats at head office
• Secretarial tasks (document archiving, etc..) for the team
• Purchasing of office and kitchen/bathroom supplies

Qualification:

• BA and above in Office Administration and secretarial science
• At least 5 years of relevant professional experience in administration role preferably in a financial/banking or international operational environment.
• Familiarity with basic accounting principles (i.e. required for maintaining the petty cash ledger and monthly office cost reporting)
• Excellent knowledge of standard computer tools and adaptability to new ones
• Excellent knowledge of written and spoken English and knowledge of the local
  language