Delegation of the European Union to Colombia

The European Union Delegation to the Republic of Colombia is looking for: Office Support Agent

22/10/2019 - 17:59
Local agents

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 the Republic of Colombia ensures the representation of the European Union to the Republic of Colombia and the follow-up of bilateral relations in the areas of political, economic, trade and external assistance cooperation (financial and technical). It also coordinates the work of the Member States’ Embassies, particularly in the fields of EU competences, notably trade and external assistance.

 

We offer

We offer a post of Office Support Agent . 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 Secretary – this job function may be changed in accordance with the needs of the Delegation. Under this job function the successful candidate will serve as technical and support staff to the Administration section under the supervision and responsibility of the relevant head of section with the following tasks:

  • Overall Correspondence (in Spanish and English).
  • Prepare the minutes of meetings.
  • Ensuring correct distribution, filing and scanning of documents arriving to and originating from the Section.
  • Updating contact data base for the section.
  • Receiving external visitors for the section.
  • Coordination with the other sections for cross-cutting activities
  • General administrative tasks (archives, photocopies, management of IT tools for missions, phone calls, document management, etc.)
  • Draw up and/or update annually the inventory of the Delegation's movable property;
  • Manage, check and monitor movements of furniture.
  • Handle requests for the repair and / or replacement of inventoried items.
  • Draw up proposals for Delegation's movable property to be taken out of service and / or confirm that it may be taken out of service.
  • Assist with the implementation, management and / or monitoring of contracts to ensure the proper functioning of the Delegation (i.e. purchase of furniture and supplies, etc.).
  • Relations with other sections, general public, Ministries, suppliers and others.
  • Control and check the technical quality of the work carried out and / or the goods supplied by contractors.
  • Petty cash management in absence of the Accountant Assistant.
  • Replacement of receptionist to ensure Business Continuity.
  • Deputy DMO
  • Any other tasks in compliance with the instructions of the superiors.

 

The post concerns a full time position (37.5 hours per week with flexitime) with indefinite contract duration in Bogotá, including possible field missions and involving mostly desk work in a multicultural environment.

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

 

Selection Criteria

Minimum Requirements:

  1. Medically fit to perform the required duties;
  2. Enjoys civil rights and permits for employment under local law;
  3. Has a satisfactory knowledge of Spanish (C2 level) and English (B2 level to understand, reading, speaking and writing);
  4. High School diploma.
  5. Minimum 2 years of professional experience in performing the above mentioned tasks.
  6. Knowledge of Microsoft Office (Word, Outlook, Excel, Power point)

The following will be considered an asset:

  1. Graduated from a higher secretarial college or bachelor 'degree
  2. Experience in a Diplomatic Mission and/or International Organisation
  3. Basic level of any other official EU language
  4. Self-starter, motivated, ability to work alone and/or in a team, respecting deadlines, ability to deal with stress situations and to respond quickly to new demands.

 

How to apply

Please send your application and supporting documents to delegation-colombia-vacancies@eeas.europa.eu.. The package should include a cover letter and a detailed CV[1].

The Delegation will not supply additional information or discuss the selection procedure by telephone: please address any queries concerning this procedure to delegation-colombia-vacancies@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 an interview if necessary – during this phase, the Selection Committee will 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: 5 November 2019

 

 

[1] Please complete the standard CV using the template in the following link: https://europass.cedefop.europa.eu/es/documents/curriculum-vitae