Standard Function Description

 Performs general secretarial duties independently.

 Screen mail, telephone and draft correspondence

 Translate simple documents (English into Arabic and vice versa).

 Organizes meetings and maintain schedules and calendars for the management upon request.

 Maintain paper and physical simple filing

Duties and Responsibilities

 Provide secretarial support to the Chancellery and Management team

 Distributes paper mail, as well as electronic messages from Amman Team box and ensures follow up

 Drafts correspondence and ensures that the ICRC Protocol is well respected

 Responds to standard messages

 Arranges meeting venue, reception, and transportation upon request.

 In coordination with the Head of Chancellery (HoC), makes sure that the letterhead stationery, business cards, envelopes, etc. comply with the applicable visual identity rules.

 Ensures the delegation organizational chart and the telephone lists are updated.

 In charge of the Diplomatic Mail out/ In.

 Reminds the Management team about various deadlines [Periodical Reports…ect]

 Updated the content of databases; DB Contacts, DB Départ en Mission, General DocSharing DB…

 In coordination with the HoC, files electronic messages in Amman Ref Files

 Responsible for photocopies and scanned works for the HoC and Management

 Runs stock of promotional items for Management

 Organises the dispatch of the greetings card to interlocutors

 Follow up the latest changes / evolution on office tools and take necessary time for self-learning in order to transmit own knowledge to Colleagues.

 Deals with external interlocutors upon request: [contact them, escort them from the reception area to the HoD office/meeting room, update contact details, and send meeting invitations]

 Upon request, translate documents from Arabic into English and vice versa for the management team: incoming/ outgoing letters, emails, invitation cards and faxes.

Office Management

 Replaces the HoC during her absence to ensure smooth running of the chancellery

 Replaces the Receptionist during absence (handle switchboard, take message and relay information, receive visitors, etc…)

Job Details

Date Posted:	2015-01-23
Job Location:	Amman, Jordan
Job Role:	Secretarial
Company Industry:	Community/Social Services/and Nonprofit
Monthly Salary:	US $1,500