Secretary

Diakonia is a Swedish civil Society organisation (CSO), created more than 40 years ago by five Christian denominations. Diakonia works in partnership with over 400 civil-society organisations in 34 countries in Africa, Asia, the Middle East and Latin America. Together with our partners we work with a long-term and rights-based perspective for development 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 Jerusalem; we work in Palestine, Egypt, Lebanon and Iraq.

Position: Secretary
Placement: Jerusalem
Period: 1 September 2011
Deadline for applications: 20 July 2011
Responsible to: Regional Administrator

Responsibilities:
Main Responsibilities:
The Secretary will mainly be responsible for answering and rendering secretarial support to Diakonia’s Administration Department and to two Swedish CSOs renting offices within Diakonia premises and receiving administrative support.

Specific Responsibilities:
1-Managing the Reception
1.1-Operating the switchboard in an efficient and tactful manner.
1.2-Opening the door, welcoming visitors and leading them to their required destinations.
1.3-Copying, faxing, scanning and filing, filing
1.4-Assisting in mail delivery, receiving parcels, posts and purchased items which are delivered to the office.
2-Basic Administrative Support
2.1-Translating basic documents.
2.2-Facilitating logistics of lectures, seminars and workshops, ensuring that all equipments are set and working properly.
2.3-Preparing correspondences and official letters.
2.4-Making necessary coordination for the staff and visiting delegations (for the CSOs renting services)
2.5-Booking hotels, travel arrangements, preparing visa applications for the staff, preparing Gaza permits’ applications and
preparing travel vouchers and organize receipts (for the CSOs renting services).
3-Other Administrative support for Diakonia
3.1-Acting as a member of Diakonia Inventory Count Committee.
3.1.1-Monitoring the consumption of office stationary.
3.1.2-Monitoring the utilization of office equipment such as cameras, computers, LCD's, video conference.
3.1.3-Monitoring vehicles' usage.
3.2-Obtaining price quotations and participate in the analysis of the offers and be a member of Diakonia’s purchasing committee.
3.3-Preparing payment requests for the different purchases.
3.4-Monitoring the purchases and receipts, issuing receipts for suppliers.
3.5-Ordering office supplies.
3.6-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 the CSOs in other organizations in other tasks whenever needed.

Qualifications:
Required
1-Pleasant social skills and positive personality and attitude
2-Service minded and have ability to prioritize work tasks and manage time well
3-Good command of Arabic, English and Hebrew languages.
4-High School Certificate and a Secretary Diploma
5-Minimum three years of similar experience and good references
6-Good communication skills and ability to work in a team
7-Computer skills

Cover letter and curriculum vitae, including references should be submitted by email to Diakonia by 20 July 2011 at [email protected]
Only short-listed candidates will be contacted.
Diakonia is an equal employment opportunity organization.