Assisting the Head of Section and the team members on all secretarial and organisational tasks Assisting the Head of Section in the Section’s public activities (organization, correspondence, contacts) and events organized by the Section Providing small translation and interpretation services, when required Managing and updating of the Section"s databases Functions and Duties: Organizing and arranging meetings, conferences and workshops Preparing and following-up missions of Section"s staff Preparing Power Point presentations and supporting documents for the Sections" public events Establish and up-dating a database for correspondents Assisting in establishing lists of invitees or addressees for Delegation’s events Taking minutes of meetings inside and outside the Delegation Filing Keeping and updating files for each individual subject Cleaning files before sending to archives Retrieve files from the archives Phone calls Placing phone calls for the Head of Section and staff members Taking appropriate follow-up measures regarding enquiries Referring outside calls to the relevant interlocutor in the Section and leave a message with the basic information. MAILING Organizing the circulation of mail within the Section and the Delegation Ensuring that incoming mail is registered; following-up deadlines for replies Drafting answers to ordinary letters and requests under the guidance of the Head of Section or the Section"s staff |