Secretary assistant to the Political and Economic section – EU Delegation to Moldova

The Delegation of the European Union to the Republic of Moldova
is looking for a secretary assistant to the Political and Economic section (post nr 43287)

The offer

The EU Delegation offers a post of secretary assistant to the Political and Economic section. The selected person will provide general organisational, logistical, administrative, technical and secretarial assistance to the Political and Economic section with particular regard to coordination of tasks related to the EU Presidency.

Place of employment:  EU Delegation in Chisinau, Republic of Moldova.

Working hours: 37,5 hours/week.

Local Agent position: Group III.

Monthly Basic brut salary: 11.798 MDL

Long-term contract subject to successful probationary period.

They offer a competitive progressive carrier in an international environment. Benefits, such as an additional pension scheme and complementary medical insurance, are offered to employees and their families under certain conditions.

Working environment/conditions

 – Normal working hours.

Job description

LOGISTIC SUPPORT

• Keep and coordinate the agenda of the local Presidency meetings (incl. organisation and preparation of meetings, arranging appointments, collecting information, preparing files and briefings).
• ­Organise / support external missions from Headquarters, other Delegations or other European institutions.
• ­Preparation and follow-up of the missions for the section members (travel arrangements and appointments).
• ­Coordinate with the Administration Section the schedule of drivers on meetings outside the Delegation.
• ­Liaise with the DSC concerning the security aspects of the meetings and access to the Delegation premises.

HORIZONTAL COORDINATION

• Participate if required in EU presidency meetings, draft minutes and ensure follow-up.
• ­Transmit ad hoc information to various stakeholders.
• ­Ensure circulation of information between various sections of the Delegation.
• ­Coordinate with the secretarial support of the other sections.

OPERATIONAL and ADMINISTRATIVE SUPPORT and RESOURCES

• Draft routine/standard letters and notes; verify language of notes and reports; verify content of interviews given by HoD.
• ­Handle telephone calls; registration and follow-up of incoming and outgoing mail & correspondence; welcome visitors.
• ­Manage the agenda of the Section in Outlook.
• ­Maintain contacts with internal and external interlocutors (local counterparts, NGOs, international organisations and diplomatic missions); update mailing lists and addresses lists with contacts for the above.
• ­Coordinating the flow and distribution of messages/emails from the Delegation’s functional mailbox.
• ­Manage office equipment.
• ­Order information and promotional materials.
• ­Keep up-to-date the archive of the section.
• ­Act as replacement to the secretary of the Head of Delegation during her absence.

They look for

Qualifications: University level education of legal duration of at least 3 years in the domains: Administration, Secretariat, Public administration, Business administration.

Professional experience: 2 years in the domains: Administration, Secretariat, Public administration, Business administration. Experience in an international environment is an asset.

Knowledge:

• ­Office administration
• ­Logistics
• ­Document Management

Competences:

• ­Ability to conceptualise problems, identify and implement solutions
• ­Capacity to analyse and structure information
• ­Ability to communicate in meetings
• ­Capacity to present issues to an audience
• ­Drafting skills
• ­Negotiation skills
• ­Capacity to act upon problems
• ­Ability to work in a proactive and autonomous way
• ­Flexibility (openness towards new demands, etc.)
• ­Capacity to deliver in a structured way
• ­Planning capacity
• ­Ability to work in a team
• ­Diplomatic skills
• ­Confidentiality

Languages:

Romanian:

• Listening: C2
• Reading: C2
• Spoken interaction: C2
• Spoken production: C2
• Writing: C2

English:

• Listening: C1
• Reading: C1
• Spoken interaction: C1
• Spoken production: C1
• Writing: C1

Russian:

• Listening: B1
• Reading: B1
• Spoken interaction: B1
• Spoken production: B1
• Writing: B1

Knowledge of IT tools: Microsoft Office, ARES and ABAC (considered as an asset).

Citizenship: This post is a local agent post. Applicants must be residents of the Republic of Moldova.

Deadline for applications: 5 April 2015 by 18:00 local time.

Read more and apply here.