Secretarial Programme Assistant

• Manages the Director’s front desk, including communication flow, correspondence control, information sharing, and workflow management
• Screens and prioritizes incoming communications, identifies sensitive or urgent matters requiring the Director’s attention, and distributes action items to relevant staff
• Receives, analyzes, and processes incoming documents
• establishes deadlines and follows up on required actions
• Drafts and reviews correspondence, reports, Note Verbales, and briefing materials in English and Arabic
• ensures accuracy of format and language
• Prepares replies to information requests and verifies invoices and contract-related documents for compliance
• Manages the Director’s agenda, schedules and adjusts meetings, and arranges travel/mission logistics
• Maintains organized electronic and physical filing systems
• Prepares minutes of meetings, conducts information searches, and provides informal translation and interpretation between Arabic and English
• Coordinates administrative arrangements for meetings, events, workshops, publications, and consultant/contractual processes
• Provides guidance to team members on procedures and timelines, prepares administrative and contractual documents, and ensures seamless logistical support for participants and partners, including travel and visa arrangements
• Maintains contact with the Ministry of Foreign Affairs Protocol Department and coordinates meetings with high-level officials
• Organizes VIP visits, airport reception, security arrangements, transportation, and accommodation
• Supports planning and execution of official receptions and UN events, prepares invitation materials, and maintains updated contact lists of government and diplomatic stakeholders
• Performs additional tasks as required to ensure effective and efficient functioning of the Director’s office and the wider team

• Completed Secondary, technical or vocational education in Business administration or any other related field
• Preferably followed by secretarial training
• A minimum of three (3) years of relevant experience in secretarial or administrative tasks
• Good interpersonal and communication skills, including ability to draft correspondence and correct documents
• Good organizational, coordination and filing skills
• Ability to work as part of international team, to take initiative and to provide quality and timely support and services
• Discretion and capacity to deal efficiently and tactfully with people of different cultural backgrounds
• Flexibility to adjust work schedules and priorities
• Good computer skills (MS Word, Excel, Outlook, knowledge of databases, SharePoint, ERP/SAP systems etc.)
• Excellent knowledge of Arabic and English

2.5 days per month annual leave