National Office Secretary 

SOS Children’s Villages takes action for children as an independent non-governmental social development organization. We build families for children in need, we help them shape the development of their communities, we respect varying religions and cultures, and we work in countries and communities where our mission can contribute to development.

Position: National Office Secretary

Line Manager: Human Resources and Organization Development Director (HROD)

Status: Full Time

Location: Bethlehem

Position Summary:

The National Office Secretary is responsible for the reception and secretarial duties of the National Office. Since her work involves frequent dealings with the public, she must have a friendly, courteous, professional and efficient approach. He/she is a member of administrative support staff for NO co-workers, especially in the field of HR administration.

Key performance areas and main responsibilities:

Provides Secretarial Support

• Types work presented by NO senior staff
• Circulates memos and other documents as requested
• Answers all routine correspondence independently. Deals with more complex matters in cooperation with relevant senior co-worker
• Schedules meetings, and appointments (travel arrangements when Admin Assistant is absent)
• Performs other secretarial tasks such as photocopying, binding and filing
• Maintains a Stationary Register. Ensures that there is always a sufficient stock of envelops, stamps, etc. Obtains and distributes new supplies as necessary
• Uses computer word processing, spreadsheet, and database software to prepare reports, memos, and documents
• Maintain and track NO Driver schedule.

Ensures the Smooth Flow of Correspondence and Communication

• Assists callers as required and takes messages if necessary
• Forward incoming general e-mails to the appropriate co-worker
• Places telephone calls and sends faxes for NO staff, Maintains a fax register
• Receives and distributes incoming mail, and prepares all outgoing mail. Registers all outgoing mail and arranges for it to be posted. Dispatches urgent mail by courier
• Maintains complete confidentiality in all matters relating to NO operations

Supports HR Personnel Administration

• Coordinates HR matters with the HROD responsible in the NO.
• Follow up the employees cash box (Monthly payments and Birthdays etc.)

Creates a Welcoming Atmosphere

• Welcomes all visitors and ensures they receive any assistance they require, or are directed to other staff members as necessary
• Organises refreshments for guests and assists with the organisation of special functions
• Ensures that there is always someone to perform reception duties, if absent for any period of time

Key skills and qualifications for the position:

• Diploma in Secretary or related field
• 2-3 years relevant experience
• Fluency in both English and Arabic
• Good communications skills.
• Excellent Microsoft office skills (Word, Excel and Power point).
• Self-motivated and team work skill.