Secretary

Job Purpose:

To perform routine administrative functions such as drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files, or providing information and the required reports.

Key Responsibilities:

• Manage and maintain the schedule of the CEO and prepare MOM for related meetings.
• Giving information and responding to related emails.
• Greet visitors or callers and handle their inquiries or direct them to the appropriate people according to their needs.
• Create, maintain, and enter information into databases.
• Set up and manage paper or electronic filing systems, record information, update paperwork, or maintain documents.
• Schedule and confirm appointments for stakeholders.
• Maintain scheduling and event calendars.
• Compose, type, and distribute meeting notes, routine correspondence, or reports, such as presentations or expense, statistical, or monthly reports.
• Locate and attach appropriate files to incoming correspondence requiring replies.
• Review work done by others to check for correct spelling and grammar.
• Make copies of correspondence or other printed material.
• Prepare conference or event materials, such as flyers or invitations.
• Arrange conferences, meetings, or travel reservations for office personnel.
• Coordinate conferences, meetings, or special events, such as luncheons.
• Support admin with reports proration and other needful documents.

Note: The above-mentioned key responsibilities/accountabilities are illustrative ones. Other future responsibilities/accountabilities may be assigned to the job depending on the department’s organizational chart.

Qualification (Education – Work Experience):

Essential:

• Bachelor’s Degree.
• Excellent Arabic language skills, both written and verbal, are an asset.
• Perfect level in English and Turkish.

Desirable:

• Previous experience in an NGO environment.
• Native-like level of English.

Core & Technical Competencies:

Core Competencies:

• Communication.
• Teamwork.
• Planning and organizing.
• Accountability.
• Creativity.
• Stakeholder Orientation.
• Commitment to Continuous Learning.
• Technological Awareness.

Technical Competencies:

• Proficient knowledge of computer skills (Microsoft Word, Excel, Access, and Outlook).
• Database management system software
• Video conferencing software such as Google Meet
• Administrative — Knowledge of administrative and office procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms
• Coordination: Adjusting actions in relation to others’ actions.