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Tasks Analysing incoming mailpaper and email and presenting these data in an organized and prioritized manner to the Head of Department. Ensuring that important and urgent mail reaches the Department Office to ensure timely responses and followingup of actions On personal initiative or on instructions, collecting information and documents necessary for the Department Staff to take action on given issues Maintaining TIAP master data in esap in particular for Timesheet approval and for Procurement actions follow up of shopping carts and POs approval, Preparation of monthly esap reports about Departmental time sheets approval Coordinating actions with other assistants of the department and interface with the other assistants of the Directorate Supporting the Department Head in the preparation and follow up of administrative, organizational as well as contractual matters Interfacing and coordinating activities and meetings within TIAP department and with the other TIA or ESA departments and support on administrative matters related to use of the relevant systems Check for correct authorization, substantiating documentation and adherence to Agency rules and practice ref. leave, mission, conference, authorization with regards to Staff Rules and Regulations, as well as financial procedures before submission for TIAP Head of Departments approval Drafting of replies to correspondence and inquiries as appropriate and handling of the registration and distribution of correspondence and filing meetings and missions Answering incoming calls and performing a prescreening of these calls for direct connection with the Department Head or for reply at a later time. Keeping organized records of these calls and checking closure and follow up Administration Planningcoordinating the Department Head agenda, commitments and meetings, organizing the missions and keeping the Department Head informed on all issues of concern Preparingcoordinating and monitoring the timely completion of inputs for Directorates meetings supervising the preparation of filesreports for such meetings and special subjects Preparation of the Department Heads missions and travel arrangements and associated mission claims Organizing VIP events and participation of the Department Head to any other events as required by his position Collecting and filing of documentation and in particular JCB, legal and financial documents Establishing and maintaining the structure and records and files on the Management Information Systems such as Eclipse, SharePoint. Requirements Applicants should have A degree preferably in Business and administration discipline. A solid experience in assisting Senior Executive is mandatory. An excellent interpersonal and communication skills as well as very good qualities of order, method, tact, initiative, and in particular discretion are required. Highly proficient with modern electronics tools, in particular Microsoft. Please submit to To jobsvitrocisetbelgium.com CC l.petkovvitrocisetbelgium.com CC o.reccavitrocisetbelgium.com not later than 13092017 Please be advised that by submitting your CV or other content to us, you agree to the administration, processing and storage of any personal data for the purposes of recruitment processes.

Tags: assistant administrative secretary

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