Programme Assistant

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Description

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• Produce finalised documents, publications and correspondence related to the work of the Unit from draft texts.
• Search, synthesize, compile, review and update information and data to develop documents, work plans and budgets and ensure accuracy and compliance with the approved amounts.
• Provide administrative support for fundraising initiatives and events, including assisting in the preparation of presentation materials.
• Perform general administrative tasks such as leave and attendance recording, initiate administrative procedures and ensure follow-up, maintain files (paper and electronic), information systems and databases in both physical and electronic media and assist in providing software and office equipment support.
• Prepare a variety of administrative documentation and inform and follow up with team members on specific administrative processes and related procedures to support work planning and timely and coordinated execution of work.
• Organize official meetings, events and workshops, including organizing travel arrangements in conjunction with these, by booking venues, equipment and providing other related logistical support.  
• Ensure that correspondence and documents are analyzed, registered and dispatched in a proper manner, ensuring follow-up, including drafting correspondence and emails and reviewing outgoing correspondence according to standard practices and protocol and handling arrangements for translations of documents.
• Make appointments, receive visitors and respond to telephone calls, including responding to enquiries and following up on routine outstanding matters, routing information and queries as appropriate and providing information to supervisor(s) and colleagues.
• Provide guidance to short-term/temporary staff on general office processes and procedures, automated systems and computer applications.

• Completed secondary, technical and/or vocational education.

• A minimum of three (3) years of relevant work experience in secretarial, and/or administrative support tasks, or related tasks, preferably in an international environment.
• Experience in providing programme support services in the implementation of operational projects.

• Good interpersonal and communication skills, including good drafting skills in English and/or French.
• Ability to draft correspondence and correct documents.
• Good organizational and coordination skills.
• Discretion and capacity to deal efficiently and tactfully with people of different cultural backgrounds.
• Diplomacy and politeness in dealing with external and internal partners requesting information.
• Flexibility to adjust work schedules and manage competing priorities, organizing and prioritizing workloads to meet established deadlines.
• Good computer skills, proficiency in the use of MS Office (Word, Excel, Outlook, PowerPoint, etc.).

• Excellent knowledge of French or English and good knowledge of the other language.

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