Job Purpose: Under the direct supervision of the Head of Administration or his/her designate, the incumbent will be responsible to deliver standard business support processes to facilitate effective service delivery in the area of protocol, shipment and clearance formalities, as well vendor and asset management. The Business support Assistant (Protocol) will support the drafting of official documents and requests in these areas, liaising both with internal and external stakeholders to collect and share information, and inputting transactional records in internal systems, ensuring timely and accurate update 

The Business Support Assistant will be required to demonstrate good organizational, confidentiality, and proactivity skills while being a team player who can confidently and effectively communicate with a wide range of individuals.

Key Responsibilities (not all-inclusive, nor exhaustive):

• Support the drafting of official letters /memo and other official documents to Government parties for all protocol, shipment and clearance formalities , such as invitation letters, note verbale, special permits to restricted areas such as ports and airports, declaration en douane, etc
• Support the processing of visa applications and processing for official travels. 
• Support the logistics/port team in their official communication with the government for high-level visits and meetings.
• Support processing and managing routine administrative tasks in various functional areas, to contribute to the effective and timely management of resources. 
• Provide revision, translation, and proof-reading services for standard documents, to contribute to the development of accurate documentation. 
• Support in vendor creation and amendment by maintaining and updating vendor records. 
• Carry out Asset transactions on internal systems, including identifying assets for disposal/replacement  
•  Respond to queries and escalate where appropriate, in order to provide a timely and accurate service to clients. 
• Take responsibility for the maintenance of set standard systems and files, to ensure information is accurate and readily available for the function. 
• Identify simple discrepancies in statistics and data, such as missing information, and report to senior staff in order to support clients to deliver their work. 
• Take responsibility for data integrity to facilitate availability of accurate information in corporate systems. 
• Provide guidance on routine business support methods and practices to junior colleagues to ensure services are delivered consistently and to the required standards. 
• Work with a variety of individuals, taking on feedback where appropriate to assist in business support delivery for staff. 
• Perform other related duties, as required.

Skills

STANDARD MINIMUM ACADEMIC QUALIFICATIONS:

Education: Completion of secondary school education. Bachelor’s Degree in Business Administration or Translation and Languages is an advantage.

Experience: At least Four (4) years of progressively responsible work experience in general administrative work. 

Language: Fluency in both oral and written communication in English and Arabic languages.

Required Skills:

• Knowledge of diplomatic, protocol and/or clearance arrangements 
• Experience liaising with government officials/offices. 
• Experience in preparing, translating and proofreading official correspondence and communications in English and Arabic
• Good knowledge of MS Office (Word, Excel, Powerpoint)  
• Good organization, client orientation and communication skills

Desired Skills:

• Experience working in the UN or humanitarian sector

Knowledge & Skills: 

• Proficient in the use of office equipment and computer software packages, such as Microsoft Word. 
• Knowledge of work routines and methods in order to complete processes under minimal supervision. 
• Uses tact and courtesy to give and receive information to a wide range of individuals.
• Ability to identify data discrepancies and rectify problems requiring attention. 
• Ability to offer guidance or basic on-the-job training to more junior staff.