Secretary at European Union Delegation to Ghana

We look for

• A team player, responsive and committed with a high sense of initiative.
• He/she should be a fast learner, very well organized, able to prioritize workloads and deliver accurately on short-term requests.

Main Tasks

• Manage the calendar of the relevant Head of Section;
• Book meeting rooms, set up conference calls and take messages and minutes during meetings;
• Answering and redirecting phone calls providing information;
• Greet visitors and direct them to the appropriate section or individual;
• Draft notes, minutes and routine correspondence with the right layout and format.
• Ensure administrative quality checks for signature by the hierarchy before transmission of any document;
• Receive and route incoming correspondence, finalise and transmit outgoing correspondence;
• Ensure that incoming messages and correspondence are registered, correctly attributed and followed up respecting deadlines;
• Maintain the filing system so that information can be easily retrieved;
• Update regularly the section contacts Database (outlook);
• Assist mission performers in the section with the preparation of Mission Orders and Declaration of Expenses;
• Encode requests for official transportation in the relevant application and follow-up on approval;
• Update and follow-up mission planning, absences and holidays in the shared calendar of the Section;
• Provide support to consultants working on EU projects regarding visa application;
• Provide administrative and logistical support for the organisation of internal and external events such as meetings, workshops, conferences and public events (booking location, invitations, catering, reception of guests, etc.)
• Assist in organizing missions for EU officials visiting Ghana;
• Ensure that the tools and logistics needs of the Section are covered by liaising with the administration section or the appropriate service providers;
• Manage functional mailboxes and handle messages as necessary under the supervision of the relevant head of section;
• Assist in the induction of new staff in the section;
• Ensure back-up of other secretaries in the section in case of absences and provide secretarial support to other sections when required;
• Perform other ad-hoc tasks required by the Management.

Professional requirements

• Excellent administration and organisational skills
• Excellent verbal and written communication skills
• Time management skills
• Information and communication technology skills
• Problem solving skills
• Ability to work independently and prioritise workloads
• Deliver accurate and quality work on short-term requests

Personal requirements

• Team player
• Dynamic, motivated and responsible personality with a sense of initiative
• Resilient and able to work under pressure
• Responsive and multi-tasking
• Very discrete in the handling of information
• Adjustable to flexible working hours
• Strong customer-service abilities
• Thorough and attentive to details
• Flexible and easily adaptable to a multi-disciplinary and multi-cultural environment
• Eager to learn and develop new skills

Qualification Required & Experience

• Post-secondary education attested by a diploma
• University Degree in Administration, Social Sciences or other
• Minimum 5 years in performing above mentioned
• Work experience with diplomatic missions or international organizations;

Knowledge of languages

• Excellent command of English (written and spoken)
• Knowledge of IT tools
• Extensive knowledge of MS Office Suite and Internet based applications