Job definition

Under the supervision of the Head of Cooperation, ensure a proper functioning of the Operations mail administration and archiving activities.

FUNCTIONS AND DUTIES

DOCUMENT MANAGEMENT

Duties:

• Control the flow of all incoming & outgoing documents related to the entire Projects while supporting EU Delegation archiving the documents to allow easy access.
• Manage and update encoding and registration information.
• Support the Finance & Contracts Section in the organization and maintenance of the archives accordance with European Commission practices.
• Provide access to the documents and records taking in to account of the relevant provisions concerning security and data protection.
• Support the organization and the maintenance of the Head of Cooperation physical and digital filing and archiving system.

INFORMATION MANAGEMENT

Duties:

• Responsible for General Mail Box of the Delegation/Operation sections.
• Responsible for attribution all emails and distributed accordingly.
• Responsible for processing incoming and outgoing documentation, letters, and faxes procedures for retrieval, and centralized retention of documents received or generated by the Project Program.
• Responsible for delivering incoming invoices, original Financing agreements and contracts as well as  any other documents related to the payment cycle directly to FCAS secretariat twice a day.

OTHER TASKS

Duties:

• Providing documentation control services within Delegation of European Union.
• Provide access to electronic documents relating to the activities of Delegation services under supervision of the Archivist / Records Manager.
• Describe documents and files (both paper and electronic) on computerized systems.
• Carry out actions related to the physical protection, the conservation and the transfer of documents, records and files (both paper and electronic).
• All electronic mails to recipients concerning work related should forward or print to

      CMA.

• The processes e-mails are logged and uploaded.
• Support the Head of Cooperation in establishing an up to date monitoring and follow-up system of actions and replies by the operational sections of the Delegation for the incoming mails and requests.

ADMINISTRATIVE SUPPORT

Duties:

• • Under the responsibility of the Head of Delegation and supervision of the HoD/DHoD secretariat to distribute the incoming Diplomatic Pouch related to personnel and projects.
• Responsible for the processed document “Original or Record Copy” is logged and

      uploaded.

• All electronic mails to recipients concerning work related should forward or print to

      CMA.

• The processes e-mails are logged and uploaded.
• Any other tasks required by Head of Delegation or Head of Cooperation.

OTHERS

• Responsible  for stamp to acknowledge receipt of the Incoming Contract/Amendment.
• Responsible  for stamp acknowledge receipt  of the Incoming Monthly Reports and  that

      the Monthly Reports are logged and uploaded.

• Responsible for stamp acknowledge receipt and distribute Incoming Invitations.
• •Responsible for forwarding any incoming correspondence requiring translation to the Delegation translator for translation before registration.
• Oversees the distribution of documents between sections and floors.

QUALIFICATIONS

EDUCATION:

• Secondary education in a relevant field (documentation, archiving), and/or have graduated from a higher secretarial college.
• University level education will be considered as an asset.

SKILLS:

• Excellent computer skills and knowledge of office software and IT tools.
• Thorough knowledge of archiving, documents management and databases management methods.
• Excellent level of written and spoken in English and Arabic.
• Performing high professional standards with regard to reliability, confidentiality, personal integrity, loyalty, and flexibility.
• Having capacity to focus on priorities and to organise work to deliver on time
• Having capacity to communicate clearly and concisely (orally and in writing)

OTHER SKILLS:

• Experience in working for the an Embassy or International Organisations in the field of administration/archiving is considered an asset;
• Knowledge/Reading/Writing in French would be considered an asset.
• Having good analysis capacity and judgement skills.

EXPERIENCE:

• Minimum of 3 years working experience in the archiving and administrative field.