SECONDMENT - Regional Bureau Secretary

INTRODUCTION TO POST

In accordance to given instructions and in order to assume an active administrative role with respect to the execution of the Regional Bureau/Liaison Office’s activities, the Regional Bureau/Liaison Office Secretary will be responsible for providing timely, efficient and quality administrative and secretarial assistance to the Head of the Regional Bureau (RB) personally as well as to officers assigned to the Office.

He or she will initiate and develop administrative procedures in order to maximize operational effectiveness within the Office and may be required to provide day-to-day guidance and advice to an Administrative Agent.
 

PRIMARY DUTIES

1. Perform secretarial duties and provide administrative support to the Head of the RB/Liaison office, as well as the Officers assigned to the Bureau/Liaison office by ensuring the efficient preparation and processing of correspondence and documentation needed for the daily work of the Head of the RB/Liaison office and the Officers.

• Keep available all necessary materials to enable the Head of the RB/Liaison office and the officers to prepare letters, reports, etc.
• Prepare routine correspondence and other correspondence as requested by the Head of the RB/Liaison office and the officers.
• Handle specific files and/or assignments at the request of the Head of the RB/Liaison office.
• Respond to internal/external requests as they concern all the activities of the RB/Liaison office.
• Be responsible for maintaining the agenda of the Head of the RB/Liaison office and the officers.

2. Put in place a system to log in, treat, trace and file all incoming and outgoing mail in the RB/Liaison office. Follow-up to ensure that action is taken in a timely and effective manner.

• Put in place and maintain an effective and practical logging-in, tracking and filing system within the RB/Liaison office.
• Ensure that documentation can be traced and retrieved upon request by implementing and maintaining an efficient filing system to assist both the personnel of the RB/Liaison office and other officials who may request a document linked to the RB/Liaison office’s activities.
• Respect administrative instructions and deadlines imposed regarding the processing of files.
• Initiate and develop, with the approval of the Head of the RB/Liaison office, administrative and management procedures in order to ensure the efficient functioning of both the RB/Liaison office and the Organization in general.  To continually review these procedures, and modify if necessary, in order to adapt to the needs of the RB/Liaison office and its crime program areas.  

3. Perform secretarial duties and put in place administrative procedures in order to ensure that the RB/Liaison office’s teams operate as a cohesive unit.

• Enable the quick and efficient retrieval of information, previous decisions, policy guidelines, relevant correspondence, etc. relating to the work of the RB/Liaison office.
• Process, type and format correspondence and documentation arising from the work of the RB/Liaison office and its crime programs.
• Assume an active role in the preparation and organization of missions, international meetings and regional conferences.  
• Perform a secretariat function for meetings and conferences as necessary.

4. Ensure all correspondence prepared within the RB/Liaison office is correct from both a presentation and linguistic point of view and respects specified deadlines.

• Ensure the timely follow up of tasks assigned to the RB/Liaison office, ensure that requests processed within the Bureau/Liaison office are complete, comprehensive and presented in a neat, logical and methodical manner. 
• Verification of all correspondence.

5. Ensure that administrative directives from the Head of the RB/Liaison office and/or Director of GORS are implemented. 

• Ensure the implementation of administrative directives from the Director and/or his secretary.  
• Suggest ways to improve administrative procedures as and when appropriate.

6. Provide administrative support to all officers assigned to the RB/Liaison office in support of the activities undertaken by the Bureau/Liaison office.

• Carry out secretarial and administrative tasks for all the RB/Liaison Office members.
• Liaison with NCBs, RBs and external organizations in the context of requesting information/documentation etc., in relation to on-going activities.
• Timely processing and dissemination of information/documentation received. Any other tasks assigned by the Head of the RB/Liaison office and/or officers in the furtherance of specific activities. 

7. As directed by the Head of RB or liaison office, undertake personnel-related administrative tasks.

• Maintain and develop a local contact network with Government departments in order obtain information and/or documentation to facilitate the execution of personnel-related procedures i.e. applications for visas, resident permits, insurance etc.
• Ensure that all the administrative procedures are followed with respect to the assignment of new personnel to the RB or liaison office.
• Assist newly-arrived personnel with their installation and orientation.
• Ensure that personnel forms, documents and annual evaluation reports are completed in a timely manner.

8. Perform any other duties as required by the supervisor.

QUALIFICATIONS, COMPETENCIES AND SKILLS/QUALIFICATIONS

EDUCATION AND QUALIFICATION REQUIRED:
•    At least two years Bilingual secretarial education from a university or an equivalent training;
•    A trilingual secretarial qualification would be an asset.

EXPERIENCE REQUIRED:
•    At least 2 years' experience in a secretarial post or equivalent experience beneficial to the position;
•    Similar experience in another national or international Organization would be beneficial.

 
LANGUAGES:
•    Professional fluency in English and Spanish
•    Proficiency in another official working language of the Organization (Arabic or  French) would be an additional asset.

SPECIFIC SKILLS:
•    Solid computer knowledge including excellent command of Office Suite and Internet;
•    Strong communication skills, both in written and oral form.

ABILITIES REQUIRED:
•    Ability to cope with sudden increases in workload, and high degree of availability (may be required to work overtime or outside normal working hours);
•    Ability to work in a team and to maintain good relations with members of the General Secretariat;
•    Ability to react quickly and adapt to changing circumstances;
•    Personal and professional maturity;
•    Ability to maintain objectivity and apply logical reasoning;
•    Ability to work in teams as well as individually;
•    Ability to work under pressure;
•    Good social skills, particularly in a multicultural environment;
•    Initiative, creativity (original thinking) and curiosity;
•    Ability to synthesize;
•    Good listening skills.