commercial secretary

Arbetsuppgifter
BASIC FUNCTION OF POSITION:
Administrative matters:
Prepare general correspondence, materials, and reports in accordance with established procedures, style manuals, and specified formats.
Set up appointments for Senior Commercial Officer and follow up to alert staff of upcoming meetings.
Answer telephone, direct calls to staff members and take messages.
Maintain office files according to established guidelines and procedures.
Pickup and deliver office correspondence, mail, and unclassified cable communications.
Prepare documents pertaining to official travel and other expenditure of office funds in accordance with established procedures and post operating manuals. This document preparation includes preparing the necessary forms to initiate payment of bills related to office operations and sending the completed forms to the post B&F officer.
Reproduce (copy) materials designated for reproduction.
Assist with promotional/representational mailings.
Access e-mail "office mailbox" daily and read/print and forward messages.

Business Assistance
Makes travel and hotel accommodations, schedules appointments, and arranges transportation for visiting U.S. officials and senior commercial officer.
Provides information and advice to U.S. exporters and local importers on non-technical matters in absence of staff.
Budget: Responsible for entering and tracking all authorizations, obligations and liquidations, as well as for preparation of quarterly adjustments and authorization requests for all CS Stockholm budgets, i.e. Operations and Administrative (O&A), deposit funds, events and credit card budgets. Also responsible for the operation of the Overseas Transaction Database (OTD);
Assist other office staff with routine trade inquiries from both US representatives and local importers, as requested.
May prepare brochures, press releases, or other information and documents regarding the objectives of the work of the Commercial Counselor.
Update of FCS Stockholm Intranet and CS Latvia through the TMS system.
Update the contact database
Invitations

Program Support
Assist in researching marketing information as requested.
Assist in researching importer related information as requested.
Input BuyUSA entries and generate mailing labels for local and international businesses and to local trading companies and organizations.
Distribute trade brochures, literature and BuyUSA information.
Other duties as assigned.

Timekeeper, for CS Stockholm;

Purchasing Manager, responsible for all purchases (up to prescribed limits).


Utbildning/Erfarenhet
Secondary school is required, fluent in the English and Swedish language. Some knowledge of or prior experience with office functions.
This position is available to Swedish nationals or permanent legal residents as well as
to American citizens with permanent residence permits in Sweden, under the terms of
the Rockefeller amendment authorizing Embassies to hire Americans abroad for FSN
positions, and Embassy American Family Members.

Applicants must be at least 18 years of age.

Applicants are selected for appointment on the basis of education, experience, and suitability for the position to be filled.
The selected applicant is subject to medical clearance and limited security investigation and clearance