Office Assistant

Overview

Provides secretarial and administrative support to the Country Office Albania, ensuring consistent service delivery and support within the organizational environment.

Key Responsibilities

• Screen incoming mail and draft replies on non-technical matters.
• Screen phone calls and visitors, respond to information requests.
• Draft routine and non-routine correspondence, proofread and edit texts.
• Assist in preparing papers and presentations by extracting and summarizing statistics.
• Initiate or monitor exercises related to programme and project implementation.
• Interpret and apply financial procedures, track project budget expenditures.
• Retrieve programme and project information from SAP PPM module.
• Initiate and follow up on actions related to recruitment, training, procurement, and travel using SAP.
• Perform general administrative tasks such as arranging meetings and reservations.
• Prepare requisitions, purchase orders, travel requests, and visa applications.
• Carry out ad hoc assignments and research activities.
• Maintain files and databases related to Country Office operations.

Required Experience

A minimum of five (5) years of working experience in providing support to managerial/professional staff and using administrative skills is required for candidates with completed secondary education. Candidates holding a first-level university degree or higher must have at least three years of relevant work experience. Experience using Microsoft Office (Outlook, Word, Excel) and internet search engines, is required. Experience with office procedures and practices, preferably within the United Nations system or in a multicultural environment, is desirable. Experience in project administration, accounting and finance, providing support to managerial/professional staff and using secretarial/administrative skills to assist in the execution of project development and implementation of work, is desirable. Experience with SAP or similar ERP software, is desirable.

Qualifications

Completed higher secondary education (high school diploma or equivalent), is required. Formal administrative/secretarial/clerical training or equivalent, is desirable. A first-level university degree (Bachelor’s or equivalent) or higher in the relevant field is accepted with a reduced requirement for years of experience.

Other Details