Secretary

Diakonia is a Swedish faith based non-governmental development organisation. Diakonia works in partnership with over 400 civil-society organisations in 30 countries in Africa, Asia, the Middle East and Latin America.

Together with our partners we work with a long-term and rights-based perspective within the following thematic areas: democracy, human rights, social and economic justice, gender equality, and peace and reconciliation.

Diakonia’s vision is for each and every human being to live a dignified existence in a just and sustainable world, free from poverty. Our mission is to change unfair political, economic and social structures that generate poverty, oppression and violence.

Our Regional Office for the Middle East is situated in East Jerusalem; we work in Palestine, Egypt, Lebanon and Iraq.

Position: Secretary
Placement: East Jerusalem
Period: 15 June – 25 January 2012 (substitute)
Deadline for applications: 20 May 2012

Responsible to: The Regional Administrator

Main Responsibilities:
The Secretary will mainly be responsible for rendering secretarial and administrative support to Diakonia’s Administration
Department and for rendering administrative support services to the Swedish Organization “Kvinna
till Kvinna” (KtK) who are renting offices within Diakonia premises.

Main Responsibilities
1-Managing the Reception
-Operating the switchboard in an efficient and tactful manner.
-Opening the door, welcoming visitors and leading them to their required destinations.
-Copying, faxing, scanning and filing
-Assisting in mail delivery, receiving parcels, posts and purchased items which are delivered to the office.

2-Basic Administrative Support
-Translating basic documents.
-Facilitating logistics of lectures, seminars and workshops, ensuring that all equipment are set and are working properly.
-Preparing correspondences and official letters.
-Making necessary coordination for the staff and visiting delegations (for KtK)
-Booking hotels, travel arrangements, preparing visa applications, preparing Gaza permits’ applications (for KtK).

3-Other Administrative support for Diakonia
-Acting as a member of Diakonia Inventory Count Committee.
-Monitoring the consumption of office stationary.
-Monitoring the utilization of office equipment such as cameras, computers, LCD's and video conference.
-Monitoring vehicles' usage.
-Obtaining price quotations and participate in the analysis of the offers and be a member of Diakonia’s purchasing committee.
-Preparing payment requests for the different purchases and prepare related cheques for Diakonia.
-Monitoring the purchases and receipts, issuing receipts for suppliers.
-Ordering office supplies.
-Manage Office petty cash for Diakonia .
-Assist the Regional Administrator in any other matter.

4-Support the mainstreaming of gender in the organization and contribute to a more equal society
through gender conscious behavior, role modeling, and openness towards capacity building.
5-Assist the Diakonia and Kvinna till Kvinna in other tasks whenever needed.

Cover letter and curriculum vitae, including references should be submitted by email to Diakonia by 20 May 2012 at [email protected]
Only short-listed candidates will be contacted.
Diakonia is an equal employment opportunity organization.