Administrative Assistant

EUCAP

Vacancy for National Staff LM002 Administrative Assistant

Duty Station: Mogadishu Availability: As soon as possible Post Category: Assistant

Group Classification: 3

Reporting Line:

The Administrative Assistant will be under the direct supervision of the Head of Mission Support Department and will report directly to him/her.

Main Tasks and Responsibilities:

• To assist the Head of Mission Support Department and the Heads of Divisions in scheduling related activities;
• To verify reports, data and information in the reporting structure;
• To administer and distribute relevant reports and required information;
• To write minutes of meetings and follow up on tasks within the Mission Support Department;
• To co-ordinate internal communication within the Department and organise meetings and presentations;
• To draft letters, memoranda, reports, and other documents as requested;
• To maintain office services by assisting the Head of Mission Support Department and Heads of Divisions in organising office operations and procedures, managing correspondence, designing filing systems, assigning and monitoring clerical functions;
• To be responsible for the effective and appropriate management of the records and archives;
• To establish and maintain filing systems to meet administrative, legal and financial requirements;
• Maintaining leave roster and MSD staff presence overview;
• Finalising monthly attendance sheets;
• Assist in communication in the local language, including written and oral translations;
• To assist in related administrative processes;
• To undertake any other related tasks as requested by the Line Manager.
  

  Essential Qualifications and Experience:

• Successful completion of secondary education attested by a certificate; AND
• After having fulfilled the education requirements, a minimum of 3 years of professional experience in a relevant field of work.
  

  Essential Knowledge, Skills and Abilities:

• Knowledge and application of records management practices, including an understanding of electronic records management systems;
• Experience in dealing with internal and external parties and the ability to maintain a high level of confidentiality;
• Knowledge and ability to work in a high-demanding and fast pace professional environment under tight deadlines;
• Good administrative and report writing skills;
• Good English writing and editing skills, with proficiency in Microsoft Word, PowerPoint, Excel, Outlook, and the Internet;
• Good communication and analytical skills in both written and spoken English; must be able to express him/herself clearly and concisely in written and oral form;
• Good language skills in the Local Native language;
• Honesty and integrity; strong sense of confidentiality and discretion in dealing with staff-related matters and financial issues;
• Proven interpersonal skills and the ability to harmoniously work in a multi-cultural, multi-ethnic team with sensitivity and respect for diversity;
• Strong organisational skills and knowledge to effectively perform the assigned tasks in a dynamic environment.
  

  Desirable Qualifications and Experience:

• Experience in planning and organising administrative tasks;
• Proven organisational and planning skills;
• Good client orientation skills;
• Commitment to continuous learning in focusing on technical, IT tools and electronic document management systems to maximise the efficiency of his/her tasks;
• Previous work experience with an international or government organisation.
  

  Special Note:

• Mandatory requirement to pass security clearances and medical checks.

How to Apply

Application form can be downloaded from: https://bit.ly/3DRSkNa
• Send filled in application to jobs@eucap-som.eu electronically only;
• Applications will be considered only when using the Application Form (AF),
indicating which position(s) the candidate is applying for;
• Please, fill in only one application form containing maximum 2 positions you
apply for;
• More than one application form will not be accepted from the same applicant,
in case more than one is sent, the earliest will be taken into consideration;