The European Union Delegation to Armenia is looking for a Receptionist/Telephone Operator in the Administration Section  (18/01/2015)

We are

The European Union (EU) is an economic and political partnership between 28 European countries. It plays an important role in international affairs through diplomacy, trade, development aid and working with global organisations. Abroad, the EU is represented through more than 140 diplomatic representations, known also as EU Delegations, which have a similar function to those of an embassy.

The EU Delegation to Armenia ensures the representation of the European Union to Armenia.

We offer

We offer a post of a Receptionist/Telephone Operator responsible for the reception and document management services in the Delegation. The selected person will manage the telephone switchboard by answering calls and will carry out general secretarial tasks. S/he will be accountable for carrying out administrative support and will report to the Head of Administration.

It is full time office work, in multicultural environment, during regular business hours. Place of employment is city Yerevan. The post is in the group 4 with a starting basic salary of 313,701 AMD.

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

We look for

We look for candidates with a level of education which corresponds to completed university or secretarial school studies attested by a diploma.

Candidates should have at least a minimum 3 years of proven experience performing duties similar to those mentioned in the job description attached. Job-related experience in international organizations or environment, working experience abroad and experience in data entry information systems are viewed as advantageous. The candidate must be suitable to perform tasks described in the job description, must have experience in a) reception duties, b) document management and non-specialised translation c) coordination, logistic and general administrative support, d) prevalent administrative support .

The ideal candidate to fill in the post is required to have a measure of initiative and sense of responsibility, to be detail oriented, accurate and reliable, and at the same time being a good team player. S/he should possess good organizational skills. It is essential to have high sense of confidentiality and discretion.

S/he should master English at least at C1 level, Armenian at C1 level, and Russian language at least at B1 level.

How to apply

Please send your application and supporting documents to delegation-armenia-recruitment@eeas.europa.eu. The package must include a motivation letter on one page, and a detailed CV in English and in the Europass

model only (the respective model available at http://europass.cedefop.europa.eu/en/documents/curriculum-vitae). 

Interviews will be held only with short-listed candidates after a written test.

After the interviews the Selection Committee decides which candidates are placed on the reserve list of suitable applicants. This list is valid for a limited period of time.

The selected candidate from the reserve list must undergo a medical examination to ensure that S/he meets the standard of physical fitness required before a job offer is made.

The Delegation will not supply additional information or discuss the selection procedure by telephone or other means: please address any queries concerning this procedure to delegation-armenia-recruitment@eeas.europa.eu.

Deadline for application is 18/01/2015 by 24h00 (Yerevan time).

 

Job Description for Receptionist/Telephone Operator

Employer

EU Delegation

EU Delegation to Armenia

Location

21 Frik Street, Yerevan, Armenia, 0002

Duration of contract

Definite for two years

Possible extensions

Yes

 Job description

Group

4

e-Del-HRM and Sysper2 references

e-DEL-HRM job ID 47218 and Sysper2 post 157810

Position in the organisation chart

Administration Section

Reporting relations/responsibilities

Reporting to the Head of Administration Section

Working hours

Full time

Working environment/conditions

Office work; multicultural environment; regular business hours

Job objective

The Receptionist/Telephone Operator will be responsible for the reception and document management services in the Delegation, as well as will manage the telephone switchboard by answering calls and will be accountable for carrying out general secretarial tasks and providing administrative support.

Tasks

  • Manage the reception/switchboard by answering the telephone, filtering and transferring calls, taking messages, greeting visitors, responding to general enquiries
  • Functioning as data entry agent in delegation information systems: to receive, register and route incoming correspondence, finalise and transmit outgoing correspondence; act as s data entry agent in IT applications
  • Handling /logging deliveries and collections
  • Take, transcribe, prepare and finalize notes, memos, letters, etc.
  • Compose and type routine correspondence
  • Translate short texts into a language other than his/her mother tongue when required for Administration section;
  • Document management
  • Help  project officers in organising public tenders
  • Act as an operational initiator (OIA) on administrative expenditure and financial circuit of the Delegation and in this role being responsible for preparing the operation, including carrying out the necessary quality controls before launching the operation. Operational initiating agent is empowered to endorse certified correct
  • Manage and maintain stock of kitchen, stationery, cleaning materials, etc.
  • Encode of data and invoices/payments into a database
  • Coordination of work with the section secretary, administrative assistants and accounting assistant
  • Provide logistical support for organization of  meetings and visits (reception of guests, liaising with colleagues and suppliers on preparation of the location, materials, refreshments, tec. ); assist with hotel reservations
  • Under the supervision of HOA,  update internal notes and plans on security/safety matters
  • Any other tasks as deemed necessary in the interest of the service according to function

Character references 

Self-starter and motivated, good organisational skills and goal orientation, developed sense of responsibility, discretion and sense of confidentiality, attention to detail, respecting deadlines, ability to work in a team, client orientation, ability to deal with stress situations, flexibility and willingness to learn.

Minimum physical requirements 

N/A

 Job specifications

 

Required

Appreciated

Qualifications

University degree or diploma from a secretarial school

 

Professional experience

Minimum 3 years in performing the above mentioned tasks

Job-related experience in an international organization or environment.

Working experience abroad.

Knowledge of languages 

English – ability to understand C1, ability to read C1, ability to speak C1, ability to write C1.

Armenian – ability to understand C1, ability to read C1, ability to speak C1, ability to write C1.

Russian - ability to understand B1, ability to read B1, ability to speak B1, ability to write B1.

 

Knowledge of IT tools

Computer literacy

Experience in data entry information systems - relevant computer applications and tools - an asset.