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Sub-Directorate Secretary

1:51:00 PM

INTERPOL
No. 13/72/EDPS/NRPS/NCB-MNA-AME
INTERPOL is the world’s largest international police organization, with 190 Member Countries. Created in 1923, it facilitates cross-border police co-operation, and supports and assists all organizations, authorities, and services whose mission is to prevent or combat international crime. INTERPOL is now looking for one qualified candidate as Sub-Directorate Secretary within the NCB Coordination Sub-Directorate for the Middle East and North Africa as well as the NCB Coordination Sub-Directorate for Americas.
Job Title:Sub-Directorate Secretary
Reporting To:Assistant Director, NCB-MNA / Assistant Director, NCB-AME
Location:General Secretariat, Lyon*
Duration:6-month short-term contract
Grade:7
Level of Security screening:Basic
Deadline for applications: 23 June 2013
The post holder will provide bilingual/trilingual secretarial and administrative services to the Assistant Director(s) personally, and handle daily routine matters as they concern the work of the Sub-Directorate in its areas from an administrative and organizational perspective.  The incumbent will also play an active role, as part of the Sub-Directorate(s), for the areas which come under the responsibility of the Assistant Director(s).
1. PRIMARY DUTIES
  1. Perform secretarial duties and provide administrative support to the Assistant Director(s) by ensuring the efficient preparation and processing of correspondence and documentation needed for the daily work of the Assistant Director(s), as it concerns the functioning of the  Sub-Directorate(s) and its areas.
  2. Put in place a system to log in, treat and trace all incoming and outgoing mail in the Sub-Directorate(s) as it relates to its daily on-going activities.  In parallel, the incumbent will be responsible for receiving, recording, treating and disseminating information received concerning the Assistant Director(s)’s projects and appropriate follow-up action. 
  3. Perform secretarial duties and put in place administrative procedures in order to ensure that the Sub-Directorate(s) operate as a cohesive unit.
  4. Ensure all correspondence prepared within the Sub-Directorate(s) and destined to the Director for signature is complete, correct from both a presentation and linguistic point of view and respects specified deadlines.  Prepare project related correspondence independently or at the request of the Assistant Director(s).
  5. Ensure that directives from the Executive Director, Executive Directorate Secretary and the Directorate Secretary are implemented within the Sub-Directorate(s) and by its staff under the responsibility of the Assistant Director(s).
  6. Perform any other duties as requested by the hierarchy.
2. REQUIREMENTS
All candidates will be assessed on the under mentioned requirements.
2.1 Training/Education required
  • At least two years’ University education in Bilingual secretarial/administrative field or equivalent training.
2.2 Languages
  • Professional fluency in English Spanish and Arabic.
2.3 Experience required
  • At least 2 years' experience in a secretarial post.
2.4 Specific skills required
  • Strong communication skills, both in written and oral form.
  • Experience in working with computers including knowledge of oral presentations software, business intelligence and word processing software.
2.5 Special aptitudes required
  • Ability to cope with sudden increases in workload, and high degree of availability (may be required to work overtime or outside normal working hours);
  • Ability to work in a team and to maintain good relations with members of the General Secretariat;
  • Ability to react quickly and adapt to changing circumstances;
  • Self-initiator, motivated;
  • Discretion, diplomacy, tact, rigor;
  • Attention to detail and organizational skills;
  • Smart appearance;
  • Initiative, creativity (original thinking) and curiosity;
  • Ability to synthesize;
  • Good listening skills;
  • Sense of initiative.
In addition to the requirements, the following Assets and Special Aptitudes would be beneficial.
  • Experience in another International Organization would be an additional asset.
  • A trilingual secretarial/administrative diploma would be an asset.
3. WORKING CONDITIONS
  • Remuneration for appointment on contract: The starting salary for grade 7 is EUR 2510 per month for a step 1.
  • The successful candidate may be offered appointment on a higher step depending upon professional background and experience. For more information regarding conditions of service see Employment conditions for contracted officials available on the website (www.interpol.int).
  • This post requires occasional travel on missions, sometimes of a long duration and at short notice.
  • The incumbent will also be required to work occasional overtime based upon workload.
* The Organization plans to establish a Global Complex in Singapore at fall 2014.   Although no decisions have been made at this time as to which posts will be transferred to Singapore, acceptance of the post implies acceptance of a transfer to Singapore.

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