Delegation of the European Union for the Pacific

Vacancy: Secretary

19/01/2018 - 03:22
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 Fiji promotes the local projection of an image of the European Union that correctly reflects facts, policies, statements and decisions taken by the EU.

We offer

We offer a post of Secretary. 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 perform secretarial tasks under the guidance of the Head of Administration and to provide general administrative support to the Section as follows:

  • To prepare procurement procedures (supplies and services), under direct supervision of the Head of Administration (HoA)
  • To keep a record and a timeline of all contracts and tendering procedures and assess the needs and type of new tendering procedures
  • To ensure that procurement procedures are launched and finalized on time
  • To prepare purchase orders
  • To ensure follow-up of contracts and liaise with service providers regarding purchases, repairs & maintenances, cleaning works, travel tickets, hotel reservations, stationery, IT equipment; using the proper procedures in regards to the type of supply/service, their cost and their frequency
  • To manage stationery stock, ensure follow-up on maintenance of office equipment, distribute & record laptops for missions, projector, etc.
  • Schedule pest control servicing for Office & all EU accommodation sites, in accordance with the related contract
  • To register, send, receive, archive and/or file all correspondence (internal and external) relating to Administration
  • To keep the procedural circuits for all transactions/correspondence updated by adapting or creating routing slips & checklists for the Section
  • To update attendance register, annual leave & flexi time register for all local agents
  • To manage requests for Delegation's car and driver and for taxis with DRIVERS, under direct supervision of HoA
  • To act as data entry and initiating agent in ABAC
  • To perform general secretarial duties for the Section
  • To keep the Section's agenda up-to-date
  • To take memos and minutes of meetings
  • To ensure back-up of Office Support Agent when absent
  • To carry out any other adhoc duties assigned by the HoA.

The length of the working week will be 37.5 hrs per week (8.30 a.m. – 5.00 p.m.) with one hour lunch break.   The post is a local agent group 3 level of the Specific Conditions of Employment for local agents in Fiji.  It is a permanent contract, after the successful completion of a 3 month probationary period, with a minimum starting basic salary of FJD 26,884 per year.

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

 

We are looking for a candidate with:

Profile

- Self-starter, motivated, strong sense of initiative and responsibility
- Confident, with the ability to respond to new demands
- Committed to quality, accuracy and speed
- Team player with the ability to fit into the existing team
- Able to respect deadlines and confidentiality of data
- Able to deal with stressful situations
- Good vision and able to sit for long periods as the position entails working on computers 

 

Required

Appreciated

Qualifications

Certificate in Secretariat, Office Administration or equivalent

Diploma in Business Administration

Professional experience

3 years professional experience as a secretary or office assistant

Work experience in an international/multicultural environment (in Fiji or abroad)

Basic knowledge of public procurement

3 years professional experience in Procurement

Work experience in a foreign mission or embassy

Thorough knowledge of public procurement

Knowledge of languages

English  – ability to understand C2*, ability to read C2*, ability to speak C2*, ability to write C2*

Knowledge of French (read and write)

Knowledge of IT tools

Proven advance computer literacy in MS Word, Excel, & Outlook

 

* C2 = mother tongue (EU framework)

How to apply

Please send your application and supporting documents to Delegation-Fiji-Vacancies@eeas.europa.eu. The subject of the e-mail must indicate: "Application post secretary 157511 + NAME OF APPLICANT".     E-mail with a different subject will not be considered. Applications sent by other means will not be considered either.

The email must include a cover letter, the completed EU standard CV in attachment (other types of CV will not be considered), together with your academic qualification certificates and references of past experiences (letters of recommendations, employment certificates, copies of contracts, etc. – a list of names of referees is not considered as a reference of past experience).

Applications will be evaluated and shortlisted in accordance with the requirements above. Shortlisted candidates will be contacted for a written test.

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

The deadline for applications is:       

5 p.m. Friday 2 February 2018. Late application will not be considered.

Download the supporting doucments here

 

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