Administrative Assistant

VACANCY NOTICE NO. 14/27/EDIGCI/CBT/TRA 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 a Administrative Assistant in the Capacity Building and Training Directorate (CBT/TRA). Job Title: Administrative Assistant Reporting to: Capacity Building and Training Project Manager* Location: INTERPOL Global Complex for Innovation, Singapore** Duration: 1 year fixed-term contract*** Grade: 8 Level of Security screening:     Basic Deadline for applications: 30 April 2014 The incumbent provides the overall administrative follow-up related to the preparation of the specific projects/files/activities handled by the Capacity Building Training, Research & Accreditation Sub-Directorate for the organization and implementation of Capacity Building Programmes. The Administrative Assistant will also provide daily administrative and secretarial assistance to matters concerning the CBT Directorate as a whole.    1. PRIMARY DUTIES 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. WORKING CONDITIONS The starting salary for a grade 8 is EUR 2250 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 reserves the right to modify the Directorate and/or Sub-Directorate’s name and internal structure. This may have an impact on the functional title and reporting lines of this position.  ** The Organization reserves the right to change the duty station proposed in the present circular at any time, subject to the rules in force.  *** The appointment will be made on the basis of a one year project and may be extended for a period of 1 additional year. Any subsequent extension(s) are subject to the terms of the Organization’s Staff Manual and/or the availability of funds.
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