欧洲联盟驻华代表团

Vacant Post - Office Support Agent

18/11/2020 - 20:55
Local agents

We offer a post of Office Support Agent within the Administration Section of the Delegation. Under this post, the recruited person will be attributed functions depending on the needs of the Delegation. Upon recruitment, the successful candidate will occupy a specific job function as Office Support Agent – this job function may be changed in accordance with the needs of the Delegation. Under this job function, the successful candidate will give support to all general reception areas concerning the telephone, reception of visitors, mail and correspondence and provide specific administrative tasks and secretarial assistance, as well as tasks that are probably required for the interest of the service.

The European Union Delegation to the Dominican Republic is looking for an:

 

Office Support Agent

We are

The European Union (EU) is an economic and political partnership between 27 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.

We offer

We offer a post of Office Support Agent within the Administration Section of the Delegation. Under this post, the recruited person will be attributed functions depending on the needs of the Delegation. Upon recruitment, the successful candidate will occupy a specific job function as Office Support Agent – this job function may be changed in accordance with the needs of the Delegation. Under this job function, the successful candidate will give support to all general reception areas concerning the telephone, reception of visitors, mail and correspondence and provide specific administrative tasks and secretarial assistance, as well as tasks that are probably required for the interest of the service.

Main Tasks:

  • Management of the Delegation’s switchboard.
  • Respond calls in a friendly, respectful and helpful manner.
  • Transfer calls to the referring colleague or to the secretary of the sector / section.
  • In case of absence of the Delegation staff, take the message in a way that allows the person involved to return the call.
  • Reception of visitors to the Delegation, greet the visitors.
  • Ensure that a Delegation staff receives the visitor before entering the common area of the Delegation (from the second security door).
  • Reception and electronic registration (in ARES) of all incoming correspondence.
  • Arrange the distribution of outgoing correspondence with the messenger.
  • Transmission of checks to service providers.
  • Manage the conference/meeting room’s agenda and reservations (date, time, duration, number of participants, purchase of refreshments, etc.).
  • Guarantee the cleanliness of the conference/meeting rooms and with cooperation of the section’s secretary and the IT assesor, ensure the possible needs for coffee, water, computer equipment, etc.
  • Transport coordination for staff with the Delegation’s drivers.
  • Keep an up to date record of Administration’s contact list, general assistance to the HoA drafting notes, emails, etc.
  • Back-up of the HoD assistant in preparation of Note Verbales (Diplomatic ID, ITBIS etc…).
  • Other tasks that may be required in the interest of the service. (Photocopies, scanning, writing notes, etc.).

Working hours: 37.5 hours/week Monday-Friday – Fixed hours (Flexitime not allowed).

Place of employment: EU Delegation, Av. Cesar N. Penson 85A, Sector Gazcue, Santo Domingo, Dominican Republic

Category: Local agent (group 4 in the EU system) – Office Support Agent

Starting basic salary: 45,005 DOP per month (bruto) depending of the years of experience.

Maximum salary in the category: 76,374 DOP per month (bruto).

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

Selection Criteria

Minimum Requirements:

  1. Enjoys civil rights and permits for employment under local law; i.e. DR citizenship or DR permanent residence.
  2. Medically fit to perform the required duties.
  3. Completed secondary education.
  4. At least 3 years of professional experience in the field of administrative support relevant to perform the tasks referred to in the job description.
  5. Excellent knowledge of Spanish and English.
  6. Perfect communication both oral and written.
  7. Has excellent knowledge of computer tools, spreadsheets and MS Office applications and Internet use.
  8. Knowledge of the techniques and skills of a receptionist/ secretary.
  9. Punctuality.

The following will be considered an asset:

  1. A post-secondary education in a relevant domain of Administration or related fields would be very advantageous.
  2. Professional experience with an Embassy or with an International Organization will be very advantageous.

Personal skills:

  • Ability to be helpful and courteous with people.
  • Good appearance at all times.
  • Punctual (fix opening hours).
  • Availability to share information and knowledge.
  • Ability to establish positive and cooperative relationships with colleagues and external contacts.
  • Ability to adapt to a multicultural environment, quick adaptation to changes.
  • Discretion and confidentiality, ability to work under pressure and resistant to stress, with a sense of responsibility and initiative.
  • Ability to work alone and/or in a team.
  • Perfect communication both oral and written.

How to apply

Please send your application and supporting documents to delegation-dominican-rep-hoa@eeas.europa.eu

The package should include a cover letter, a detailed CV. Please complete the standard European CV using the template in the following link: https://europa.eu/europass/en/create-europass-cv

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

The procedure

After the deadline for applications, the applications will be reviewed by a Selection Committee set up for this purpose. The Selection Committee will prepare a short-list of candidates who are considered to be the most suitable for the post on the basis of a preliminary assessment of the information provided in their application letter and the supporting documents. The short-listed candidates will be invited to an assessment phase which may include a written test as well as an interview to assess the suitability of the candidates for the post.

The candidates who have not been short-listed will not be contacted individually; however, the Delegation will use the same means of publication as for this Vacancy Notice to inform the remaining candidates once the recruitment procedure has been completed and that a candidate has (or has not) been recruited. 

The deadline for applications is: Friday December 04, 2020 at 15:30