Duties and responsibilities
Under the overall administrative authority of the Resident Representative, MZFO and the day to day direct supervision of the Finance and Administration Officer, the main responsibilities of the Secretary/Receptionist will be the following:
Providing general secretarial assistance to the Office, Field Staff and visiting Missions as well as providing back up to Secretary to the Resident Representative.
Receiving visitors, responding to routine requests for information, receiving and screening all correspondences and distributing them to various offices.
Coordinating and monitoring multiple and diverse work processes and activities to ensure that management decisions are properly carried out and products are delivered in a timely manner;
Being accountable for the smooth operation of the office work, support work and related systems within the Office by organizing and coordinating workflow.
Contributing to the organization of MZFO events and ceremonies;
Supporting office administration activities including management of stationery and consumables stores, processing of missions in the system and travel booking.
Ensuring quality of documents requiring the Resident Representative and other Staff’s approval and/or signature;
Performing any other duties reasonably requested by the Resident Representative and other Staff in the Field Office.
Selection Criteria
Including desirable skills, knowledge and experience
At least a Bachelor’s degree or its university equivalent in Business Administration or other related field; or Matric Certificate or Advanced Level Certificate plus four(4) years further study in professional secretarial and office management or public relations qualifications.
A minimum of four (4) years of relevant professional experience and holding a similar position in an international Organisation.
Thorough knowledge and use of all relevant computer software and the ability to help organize data and information retrieval systems; Knowledge of SAP is desirable.
Good filling and organizational skills;
Good interpersonal and verbal communication skills;
Proven ability to work effectively in a team-oriented, multi-cultural environment and to function effectively as a member of various groups;
Strong written and verbal communication skills in English and Portuguese with a good knowledge of the French language.
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Interested and suitably qualified candidates should click here to apply online.
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