Secretary to the Director – CEPOL

Applications are invited for the post of SECRETARY TO THE DIRECTOR

Job Summary

Secretary to the Director shall provide routine administrative support for the Director – and where necessary – Deputy Director, maintaining a close and highly responsive relationship with the management and CEPOL staff in a manner that will enhance the productivity and effectiveness of the Agency.

Key Accountabilities

Working in close cooperation with Management Support Assistant, this successful candidate shall:

• Facilitating the handling of requests for information from EU Member States and other authorities;

• Keeping diaries and address lists up to date;

• Handling telephone enquiries;

• Organising management meetings and other activities;

• Taking notes and minutes;

• Managing incoming and outgoing post for management signature/revision;

• Processing letters, notes and minutes and replying to correspondence;

• Supporting the preparation / revision and control of documents;

• Establishing and maintaining filing systems;

• Acting as a point of contact for external bodies i.e. EU Council, EU Commission, EU Parliament and UN Agencies;

• Participating in ad hoc projects as part of a team or individual;

• Managing allocated functional mailboxes;

• Managing missions for the Director (preparation of mission packs for management, check-in, communicate with Travel and Logistics team, prepare draft mission claims);

• Manage recording of Decisions of the Director;

• Operational initiator for the budget lines relating to budget chapters 169 (social welfare) and 17 (entertainment and representation expenses);

• Be responsible for the maintenance of the Invitation register and liaise with Travel and Logistics Team to organise the missions. Filing invitations to the invitation register folder and database and the public calendar;

• To exercise discretion regarding the distribution and filing of confidential business or personnel information paying particular attention to the requirements.

Location: Budapest, Hungary

Deadline for applications: 8 April 2015, 12:00 CET

Read more and apply here.