Secretary

We are seeking an exceptional Secretary to deliver a broad range of high-level secretarial and administrative support within the Directorate, directly on behalf of the Director.

This pivotal role includes managing complex diaries for the Director and professional staff, preparing and producing professional Word, Excel, and PowerPoint documentation, and serving as a key point of contact for Member State representatives and other stakeholders.

Responsibilities:

• Ensure that all secretarial duties are done timely and correctly.
• Draft routine letters and correspondence as required.
• Type letters, reports, memos, and other correspondence and make photocopies as required.
• Design and maintain the Corporate Services Directorate's filling system, keeping filling up-to-date, neat, and tidy.
• Answer telephone of the Director, screens call according to guidelines received from the Director and own initiative.
• Take messages where applicable and makes outgoing calls as requested.
• Answer queries as far as possible or refer to relevant Directors.
• Processes visa applications.
• Co-ordinate diary, travel, and accommodation arrangements for the Director.
• Plans and coordinates daily activities by discussing and confirming appointments, meetings, and prioritises work activities on a daily and weekly basis.

Provides a secretarial service regarding the following:

•  Maintenance of a complete telephone and address database.
• Screening mail received and forwards to relevant Director of staff member when required.
• Printing e-mails that need to be attended to.
• Organizing the Director's electronic files and e-mail addresses.
• Assists with relief duties as and when required.
• Stands in for other Secretaries in their absence.

General: 

• Assist with preparation of presentations.
• Take minutes of meetings as required.
• Arrange and serve refreshments during meetings of the Directorate.
• Ensures that the Director's office, reception, and boardroom are properly maintained.
• Performs any other duties which may be assigned.

Qualifications:

• Secretarial Diploma.
• Minimum three years Secretarial experience.
• Microsoft Word, PowerPoint, Excel, Outlook, and the internet.
• Proven track record in the management and administration of an executive's office preferably in a multilateral organization.

Competency Requirements:

• Proficient in written and spoken English.
• Good communication skills.
• Excellent Telephone skills.
• Customer care skills.
• Skilled in the use of standard office equipment, standard office procedures, secretarial budgetary duties, and travel arrangements.

Closing date: 18 March 2026