Responsibilities and tasks:
- Organize Diplomats appointments, follow-up on visits agenda, remind diplomats of their appointments, official events, and send congratulations letter in a time.
- Develop a list of the names of officials, Embassy invitations, congratulation and condolence letters, distribute the same in occasions and events, and contribute to organizing official ceremonies.
- Type send and keep copies of letters, reports, and notes to be sent via email or otherwise, ensuring that they are received by intended bodies, and provide simple translation and interpretation services when required.
- Prepare, and arrange for meetings and develop agendas, write and follow-up minutes of meetings.
- Receive and direct customers, respond to phone calls and email incoming to the Mission and forward inquiries to concerned staff in the Mission and obtain feedback and follow them up.
- Contribute to arranging and tracking the bookings of flights and hotels, and provide the logistic support to members of the Mission, welcome and bid farewell to delegations visiting the Mission.
- Follow-up on incoming and outgoing mail of the Mission, classify and archive documents and files systematically to ensure their confidentiality and easy quick recovery.
- Classifying , indexing and keeping documents and papers of the Head of Mission in a systematic manner ensuring confidentiality and help facilitate their recovery .
- Follow-up on arranging and organizing meeting halls and offices, and ensure that they are equipped with all necessary items on time. Conduct inventory check on the Mission's need of stationery and equipment; ensure their availability and maintenance constantly.
Minimum Requirements for the Position
Specialization:
Business Administration, Political Science, or a related equivalent field.
Qualification
Bachelor’s Degree or equivalent
Diploma with 3 years of experience
High School Certificate with 5 years of experience
