Administrative Assistant – Office Support for Chief of Mission

About the role

The Administrative Assistant provides executive and administrative support to the Chief of Mission, ensuring smooth daily operations of the office. Working closely with unit heads, the role demands high discretion, confidentiality, and efficient coordination of logistical tasks.

Key responsibilities

• Arrange appointments, receive visitors, and manage telephone calls for the Chief of Mission.
• Provide office, administrative and logistics support for meetings, committees and conferences.
• Review, record, distribute and process incoming mail and correspondence; follow up on pending actions.
• Draft or respond to standard routine correspondence and communications.
• Produce complex documents and reports using word processing software; proofread for accuracy, grammar and style.
• Initiate administrative tasks in financial, travel and human‑resources systems, including travel arrangements and expense claims.
• Assist with vacancy notices, consultants’ contracts and other HR administrative processes.
• Research, compile and organize information for reports; create spreadsheets, presentations and maintain databases.

Required profile

• Strong sense of discretion and ability to handle confidential information.
• Excellent organizational and multitasking abilities.
• Effective written and verbal communication skills in English.
• Ability to work independently and collaboratively with diverse teams.
• Attention to detail and accuracy in document preparation.

Required skills

• Proficiency with word processing software.
• Experience using spreadsheet applications.
• Ability to create and edit presentation materials.
• Basic database management and data entry skills.