Objective of Department
The Administration and Finance Department (AFD) is responsible for all financial matters and financial control functions of the Secretariat, ensuring the organisation's financial integrity as stipulated in the GECF Financial Regulations. It also has the responsibility to develop and apply effective human resources management policies to enable the Secretariat to carry out its functions effectively with competent and motivated staff. Additionally, the AFD is responsible for providing services related to the GECF headquarters, such as procurement, office supplies, travel arrangements, and logistics for the optimum functioning of the Secretariat.
Objective of Post
Under the supervision of the Administration and Finance Department Head, the Secretary will perform routine secretarial and administrative tasks, such as taking minutes of meetings, drafting letters, consolidating documents, keeping archives for employee files, updating attendance, and processing leave requests.
Main duties & responsibilities
1. Provides secretarial services to the Administration and Finance Department Head.
2. Consolidates, merges, or divides departmental documents upon the request of the AFD Head. Consolidates, prints, and files documents for the preparation of the various meetings.
3. Works closely with the Human Resources unit of the Administration and Finance Department. Drafts salary and employment certificates, bank letters, etc.
4. Maintains attendance and inserts daily updates. Follows up with staff on their attendance to ensure their wellbeing.
5. Process all types of leave requests, update the records, and submit them for AFD Head approval.
6. Maintains employee files and archives respective departmental documents.
7. Draft internal Memos for Service Agreement extensions. Follows up on Service Agreement extensions and coordinates the process in line with provisions of the Staff Regulations.
8. Processes the Business Trip applications and procures tickets as required.
9. Prepares initial template of a monthly payroll sheet and inserts information related to leave entitlement, education grant, etc.
10. In coordination with the HR Assistant, prepares the overtime calculation for approval of the AFD Head. Updates leave balance after the process completion.
11. Follows all applicable policies and procedures and immediately reports any inconsistencies to the Administration and Finance Department Head.
12. Observes the confidentiality of the departmental documents.
13. In collaboration with Facilities and Logistics Staff, assists with the coordination of events. Communicates the needs and requirements of the department.
14. Carries out any other tasks assigned to him/her by the Administration and Finance Department Head pertaining to his/her background, qualifications, and position.
Education: A University Degree in a relevant field.
Work Experience:
Language: Excellent command of written and spoken English. Capable of drafting reports.
The GECF is an intergovernmental organisation that provides a framework for exchanging experience and information among its member countries. As the gathering of the world's leading gas exporting countries, the GECF seeks to build a mechanism for a meaningful dialogue between gas producers and consumers in order to improve the stability and security of supply and demand in gas markets around the world. The full-fledged Members of the GECF are: Algeria, Bolivia, Egypt, Equatorial Guinea, Iran, Libya, Nigeria, Qatar, Russia, Trinidad and Tobago, UAE and Venezuela. Angola, Azerbaijan, Iraq, Malaysia, Mozambique, Norway, Peru hold the status of Observers. With its current number of member countries, the GECF enjoys a dominant position on global energy markets and among international energy organisations. Together, the GECF member countries represent 72% of the global proven gas reserves, 44% of marketed production, 56% of exports by pipeline and 52% as LNG exports around the world.