EEAS Vacancy: Secretary (Administrative Agent) to Deputy Managing Director Americas - HQ Contra[...]

EUBAM Libya; Brussel; Sur place; EUR 35 000 - 50 000; Plein temps

Résumé du poste

An international organization based in Brussels is looking for a proactive Secretary (Administrative Agent) to support the Deputy Managing Director. This role demands excellent communication and organizational skills, adaptability to changing priorities, and the ability to work in both English and French. Ideal candidates will have a post-secondary education and significant administrative experience while contributing to a diverse team environment.

Qualifications

• Passed a valid EPSO CAST in the relevant function group or registered in the EPSO Permanent CAST.
• Have appropriate professional experience of three years.
• Capable of working in both English and French.

Responsabilités

• Provide secretarial support to the Deputy Managing Director.
• Carry out various administrative tasks like diary keeping and filing.
• Organize missions and provide logistical support for meetings.

Connaissances

Communication skills

Organizational skills

Team player

Proactivity

Adaptability

Formation

Post-secondary education diploma

Secondary education diploma

Description du poste

EEAS Vacancy: Secretary (Administrative Agent) to Deputy Managing Director Americas

The European External Action Service (EEAS) supports the High Representative in the exercise of her mandate to conduct and implement an effective and coherent Union’s Common Foreign and Security Policy (CFSP), to represent the EU and to chair the Foreign Affairs Council.

The mission of the Americas directorate is to promote partnership between the people and governments of the European Union and the Americas. We do this by defining, promoting and implementing a clear policy towards the regions on behalf of the institutions and Member States of the EU.

Job Description

We are looking for a dynamic, flexible and proactive colleague with good communication and organizational skills with a developed sense of service. The secretary should be able to quickly adapt to new working environment and be a good team-player.

• Provide efficient secretarial support to the Deputy Managing Director and designated staff members according to needs/requests;
• Carry out various administrative tasks such as diary-keeping, filtering telephone calls, filing and ordering supplies, dealing with correspondence;
• Document management: registration of incoming and outgoing correspondence, including in Ares and handling documents shared in HIVE;
• Organize missions of the Deputy Managing Director using MIPS+ application;
• Provide logistical support in the organization of general meetings (reservation of meeting rooms, protocol, sending invitations, catering requests, accreditation of visitors);
• Assist in welcoming and informing outside visitors in accordance with security regulations;
• Assist in maintaining contact and communication with diplomatic missions;
• Co-ordinate the creation, keeping up to date and retrieval of documents and data in the appropriate files or IT databases;
• Ensure the preparation of briefing files, speeches, etc;
• Provide back-up as required for Assistant to MD;
• Ensure correct procedures are followed in relation to the Data Protection Regulation and use of Data Protection notifications.

Eligibility Criteria

• Have passed a valid EPSO CAST in a valid function group for this post, or be registered in the EPSO Permanent CAST in a valid function group for this post;
• Have a level of post-secondary education attested by a diploma or a level of secondary education attested by a diploma giving access to post-secondary education and appropriate professional experience of three years;
• Have the capacity to work in the languages of the CFSP and external relations (English and French) necessary for the performance of their duties;
• Be a national of one of the Member States of the European Union and enjoy full rights as a citizen.

Selection Criteria

• Be able to work autonomously and as part of the MD team;
• Have excellent communication skills;
• Be self-motivated, service-oriented and have a sense of initiative;
• Have experience of working in a team in a multi-disciplinary and multi-cultural environment;
• Have experience in working within other EU institutions;
• Be flexible and adaptable to changing priorities.

The EEAS is committed to an equal opportunities policy for all its employees and applicants for employment. As an employer, the EEAS is committed to promoting gender equality and to preventing discrimination on any grounds.

Candidates with disabilities are invited to contact [e-mail] in order to accommodate any special needs and provide assistance to ensure the possibility to pass the selection procedure in equality of opportunities with other candidates.