Delegation of the European Union to Ethiopia

 

Vacancy: Secretary in the Administration Section

19/09/2018 - 11:01
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 African Union is located in Addis Ababa, Ethiopia and consists of 47 staff members. It comprises five Sections: the Head of Delegation's office, Political Section; Administration Section; Cooperation Section, and Finance, Contracts and Audit Section. The establishment of the Delegation in January 2008 was an important political statement by the EU: the recognition that, the African Union and its Commission has become a strategic partner in EU relations with Africa.

We offer

We offer a post of Secretary in the Administration Section. 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 position the successful candidate will provide secretarial and administrative support in the Administration Section of the Delegation under the supervision and responsibility of the Heads of Administration.
Tasks will include, but are not limited to the following:

Secretarial/Section Support Tasks

  • Provide secretarial support for Administration section: take, transcribe and prepare notes, minutes, routine correspondence & other texts; make copies, scans etc.

  • Provide assistance by maintaining the HoA / Section diary, answering the telephone, filtering calls and taking messages, responding to general inquiries and managing the e-mail exchange and shared calendar, book meeting rooms and facilitate video conference.

  • Assists with registration and filing of documents in Ares, liaise with Delegation's Document Management Officer on all matters concerning Section's document management.

  • Follow up on document flow: follow up and collect documents sent to admin pigeon hole & distribute within the section; follow up and collect documents sent to the signature of the hierarchies (letters, ABAC payments, Service/Work Orders etc.) and distribute to the respective staff.

  • Provide administrative and logistical support for the organisation of internal and external events such as meetings, workshops, etc. including hotel and flight booking.

    Administrative Tasks

  • Manage Delegation petty cash: make cash payments, register cash transactions in ABAC workflow as Financial Initiator; occasionally encode routine transactions in ABAC as Financial Initiator.

  • Copying, filing, preparing financial files including Bank Transfers.

  • Assist with follow up of VAT refunds.

  • Assist suppliers in filling out LEF (Legal Entity File) and BAF (Bank Account File) forms for the purpose of payment via Bank Transfer.

  • Manage orders for business cards, follow up on production of cards with accurate information, and ensure timely delivery to the Delegation.

  • Manage orders of office supplies such as stationary and other consumables (coffee, tea, sugar, water etc.), follow up on timely delivery of items and maintain an adequate stock that allows normal function of the office until next supply.

  • Maintain an inventory of supplies and consumables; follow up on consumption, monitor price fluctuations of supplies and report for budgetary adjustments and better planning for the near future.

  • Regular monitoring of the health and safety supplies / equipment such as Fist Aid kits, check expiry and maintenance deadlines, propose & purchase new as necessary.

  • Maintaining lists of suppliers, act as liaison person, help build functional working relationship, assess new suppliers and supplies that may be of interest to the Delegation and assist with market surveys.

  • Perform other support tasks as requested by the Head of Administration.

    Place of employment is Addis Ababa, in the premises of the Delegation of the EU to the AU.  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 G3 with starting basic salary of Euro 1,350. We offer a competitive position in an international environment. Benefits, such as transportation allowance, provident funds and medical insurance, are offered to employees and their families.

    Selection Criteria

    Minimum Requirements:

  • Medically fit to perform the required duties;

  • Has advanced level knowledge of English and Amharic languages;

  • High School Leaving Certificate & Minimum 5 years of working experience related to the job description

 

The following will be considered an asset:

  1. Post high school certificate in Management, Marketing, Economics or Secretarial and office Management certificate.

  2. Basic knowledge of Accounting.

  3. Work experience in international organizations and/or diplomatic missions.

  4. Knowledge of French.

Required Skills:

  • Personal initiative, flexibility, well organized and able to perform duties independently with speed and accuracy;

  • Very good team player, able to adapt in a multi-cultural environment;

  • High degree of integrity and discretion.

How to apply

Please send your application and supporting documents to DELEGATION-AFRICAN-UNION-VACANCIES@eeas.europa.eu. The package should include a motivation letter, a detailed CV (using the attached EU CV template), and copies of academic certificates and testimonials.

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 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 is: 30/09/2018

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