Job Description:
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We are seeking a highly skilled and experienced professional to fill the position of Administrative Officer. The successful candidate will provide high-level administrative support to the Directorate Office, ensuring the seamless daily operation of the team.
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Responsibilities:
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* Provide both professional and personal administrative support to the Directorate in managing agendas, advanced planning, meetings, official visits- and day-to-day priorities;
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* Maintain records of business and personal transactions and submit expense reports;
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* Ensure the efficient coordination of administrative procedures and internal task flows within the Directorate Office, supporting the effective functioning of the team;
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* Organise and document Directorate-level meetings and events, including scheduling, agenda preparation, meeting minutes, logistics, documentation, and follow-up;
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* Anticipate needs, propose improvements, and take initiative to streamline administrative procedures and enhance coordination within the Directorate, as well as among the Directorate, the internal and external boards of INL;
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* Liaise with senior stakeholders and external parties (e.g., government entities, diplomatic missions and partner institutions) to organise official meetings and visits;
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* Draft, review and manage official correspondence and institutional communications;
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* Organise and maintain institutional records and archives in line with INL's information management standards;
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* Facilitate the process of official signatures and e-signatures for INL's legal representatives;
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* Monitor and support protocol-related activities, ensuring alignment with diplomatic norms and institutional standard.s;
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* Provide consistent administrative support for Council Sessions and extend support to other INL governance bodies as required.
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Required Skills and Qualifications:
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* Education: Degree in Administration, International Relations, or a related field;
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* Experience: Minimum 3 years of relevant experience in executive or senior-level administrative support roles;
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* Technical Skills: Fluent in English (spoken and written); Proficiency in MS Office and digital administrative tools;
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* Personal Skills: Demonstrates discretion and integrity when handling sensitive or confidential matters; Maintains strong organisational and time management skills to handle multiple priorities efficiently;
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* Pays close attention to detail to ensure accuracy in scheduling, documentation and administrative tasks;
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* Brings a proactive and hands-on approach, with the ability to anticipate needs and act independently;
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* Communicates with clarity, diplomacy and respect in both internal and external interactions;
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* Demonstrates flexibility to changing demands and shifting priorities remaining calm and focused;
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* Collaborates effectively within a team while also working timely and confidently on individual responsibilities;
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* Approaches challenges with sound judgment and a solution-oriented mindset.
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Benefits:
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* Tax benefits and other Diplomatic privileges;
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* Private health insurance;
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* Family allowances (according to family situation);
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* Free nursery service at INL premises (subject to availability);
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* Support for education fees of dependent children;
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* Relocation support;
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* 2.5 days per month of annual leave.
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Selection Process:
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1. Applications eligibility check;
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2. CV Assessment;
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3. Interview(s);
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4. Nomination.
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