Delegation of the European Union to Colombia

Vacancy Notice : The European Union Delegation to the United Kingdom is looking for: Secretary - number 302154

18/09/2020 - 13:21
Local agents

The deadline for applications has been extended to: 25th October 2020.

We are

The European Union currently has 142 Delegations, eight of which are to international organisations. In all, more than 1200 officials and 4100 other staff are currently serving in these Delegations.  The work of a Delegation varies from country to country but, in general, covers political matters, trade, press and information, aid management and the external aspects of internal EU policies. The key areas of activity of the Delegation will relate to political, foreign policy and security matters, trade, internal market (incl. labour related), as well as external aspects of Union policies (research & innovation, education, climate change, energy, fisheries, etc.).

The Delegation of the European Union to the United Kingdom opened its doors on 1st February 2020 following Brexit and is located in London. It currently consists of some 30 staff members, working across six sections: Head of Delegation Section, Political Section, Press & Information Section, EU Policies Sections I and II and Administration Section.

We offer

We offer a post of Secretary as Local Agent in the Press and Information Section. Upon recruitment, the successful candidate will occupy a specific job function as Secretary. Under the job function, the successful candidate will provide administrative and secretarial support to the Delegation, and more specifically to the Press and Information Section. She/he will assist the section in document management, drafting of correspondence, contacts with suppliers, personnel administration, logistic needs and high level visits. She/he will work under the supervision and responsibility of the Head of Press and Information Section. 

We offer a competitive position in an international environment. Place of employment is London, in the premises of the Delegation of the EU to the United Kingdom.  Employment condition is on full time basis, with 37.5 weekly working hours in a dynamic and multi-cultural environment. The Group in the salary scale for the position of Secretary is Group 3 with starting basic gross salary of GBP 2,473 per month.

Tasks will include, but are not limited to the following:

Office management and coordination

  • Provide assistance for the efficient running of the Press and Information Section by maintaining the diary of the Head of Section and the rest of the team, answering the telephone, filtering calls and taking messages and responding to general inquiries.
  • Take, transcribe and prepare notes, minutes, routine correspondence and presentations as required by the Section members.
  • Make appointments for the Section members as required, liaise with the diplomatic corps, think tanks, civil society and with media outlets.
  • Record and forward incoming correspondence, finalize and transmit outgoing correspondence, using archiving software (ARES) whenever necessary and ensure follow up and respect of deadlines.
  • Co-ordinate the storage, reproduction, circulation and retrieval of documents, making sure that they are filed and secured in accordance with the regulations in force.
  • Help prepare briefing files and communication material as requested.
  • Manage information and procedures on missions, holidays, leave and absence records and similar personnel administration formalities.
  • Assist in welcoming and informing outside visitors in accordance with security regulations.
  • Provide support for the organization, budgetary requests and reporting of meetings, including reservation of rooms, checking / sending agenda, compilation of handouts, reception and security arrangements and follow-up of minutes.
  • Assist with budgetary procedures as required.
  • Assist in the organization of press conferences, media and public diplomacy events and high-level visits.
  • Perform other support tasks as requested by the Head of Section.

Selection Criteria

Minimum Requirements:

  1. Medically fit to perform the required duties;
  2. Advanced level knowledge of English (C2 level);
  3. High School Leaving Certificate & minimum 3 years of working experience related to the job description;
  4. High command of IT applications.

The following will be considered an asset:

  1. Post high school certificate in Business Administration or Secretarial Studies and/or office Management;
  2. Work experience in international organizations and/or diplomatic missions;
  3. Knowledge of French or other EU languages.

Required Skills:

  1. Personal initiative, flexibility, organisation skills and able to perform duties independently with speed and accuracy;
  2. Very good team player, able to adapt in a multi-cultural and diplomatic environment;
  3. High degree of integrity and discretion;
  4. Good communication skills; high sense of prioritisation; organisation and resilience;

How to apply

Please send your application and supporting documents to:

The package should include a motivation letter, a detailed CV (using the attached EU CV template) and clearly indicating the name of the position and the vacancy number. Copies of academic certificates and testimonials will be requested at a later stage.

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. Only candidates that have obtained a satisfactory grade in the written test will be invited to an interview – during these two phases, the Selection Committee will assess the suitability of the candidates for the post. The employment is conditional, subject to proof that the individual is eligible to work in the UK.

The Delegation will not supply further information or discuss the selection procedure by telephone or e-mail.

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, or by sending individual e-mails, 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 has been extended to: 25th October 2020.


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