Administrative Assistant

The Administrative Assistant will provide administrative assistance to the Project Managers CBT-TRA as well as to the Principal Assistants by ensuring the efficient preparation and administration of the Capacity Building activities on a daily basis. This includes but is not limited to:

* Provide administrative support to Capacity Building activities. Maintain and update archives and databases. Facilitate communication, correspondence and collaboration with relevant partners and stakeholders (National Central Bureaus, INTERPOL Units, International Organizations, Regional Institutions; participants; experts and instructors)
* Provide administrative assistance by ensuring the efficient preparation and administration of the correspondence and documentation needed for the daily work of CBT-TRA
* Log in, treat, trace and file all incoming and outgoing mail in the Sub-Directorate and disseminate correspondence as appropriate
* Draft and proofread documents, prepare routine correspondence (invitation letters, application forms, programme reports etc. )
* Update and follow-up accuracy of statistics
* Assist with the participant application, selection and registration process
* Assist with the monitoring of expenses
* Gather, update and archive all information with regards to training sessions
* Provide logistical, on-site support during training sessions
* Collect participant evaluation forms and prepare reports
* Assist in missions logistics and content preparation for the CBT-TRA team
* Perform other related duties as required by the supervisor.

2. REQUIREMENTS

All candidates will be assessed on the under mentioned requirements.

2. 1 Training/Education required

* Vocational diploma in administration or equivalent
2. 2 Languages

* Fluent written and spoken English
* A good command of Spanish and/or French
2. 3 Professional experience required

* At least 2 years of experience in administrative/project related posts or other experience relevant and beneficial to the position. Candidates with a two-year higher education diploma need no previous experience.
2. 4 Specific skills required

* Experience in working with computers including knowledge of Microsoft Office tools, oral presentations software, business intelligence and word processing software.
2. 5 Specific aptitudes required

* Ability to work under pressure and cope with sudden increases in workload, and a high degree of availability (may be required to work overtime or outside normal working hours)
* Ability to work independently or in a team and to maintain good relations with members of the General Secretariat
* Proactive and demonstrates assertiveness
* Capacity to adapt to changing circumstances
* Self-initiator, motivated with a can-do attitude
* Discretion, diplomacy, tact and rigor
* Attention to detail and organizational skills
* Good listening skills
* Good social skills, particularly in a multicultural environment
* Initiative and curiosity
In addition to the requirements, the following assets would be beneficial

* Experience in Capacity Building and Training as well as in an International Organization
* Knowledge of any other additional language

3.

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