VAC/IN/AL/01/2024
The European Union Delegation to the India, New Delhi, is looking for:
Senior Secretary/Social Secretary in the Head of Delegation (Ambassador) section.
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 organizations. 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 India, New Delhi, works in close coordination with the Embassies and Consulates of the 27 EU Member States. We are a fully-fledged diplomatic mission and represent the European Union in dealings with the Indian government in areas that are part of the EU’s remit.
We offer
The post of Senior Secretary/Social Secretary (Local Agent Group III) in the Delegation’s Head of Delegation section. The team consists of five people and there are occasional atypical working hours. Under this post, the recruited person will be attributed functions depending on the needs of the Delegation, and on the changes of these needs. The successful candidate will serve under the supervision and responsibility of the Head of Delegation, providing support, expertise and assistance to contribute to the smooth running of the office of the Head of Delegation and to act as the social secretary dealing with all representation functions attended by or organized by the Head of Delegation.
Following main tasks and duties are currently required:
- To deal with general correspondence (sometimes specific) relating to Government of India, EU Member States, International Organizations and key Indian organizations and stakeholders;
- To handle incoming telephone calls, either office-specific or general EU Delegation-related;
- To give logistical support to the official travels of the Ambassador within India and the region;
- To maintain and update the agenda on a daily basis regarding specific events organized by Indian Authorities, organizations and Diplomatic Missions, and to coordinate transport with allocated drivers;
- To maintain files mainly concerning representation budget & other reimbursements, missions etc.;
- To give logistical secretarial support on a daily basis, to handle mail/emails, agenda, missions, dispatching of mails, letters, invitations, faxes, etc.;
- To coordinate requests of meetings, seminars, within and outside the EU Delegation through regular correspondence directly and in coordination with other sections;
- To conclusively follow up the Ambassador’s daily commitments with other staff members of the EU Delegation;
- Replace the assistant to the Ambassador for certain tasks during her absence;
- To coordinate with other sections, as necessary;
- To forward updated contact information for maintenance of the overall contacts database of the EU Delegation;
- To maintain electronic files;
- Any other tasks assigned by the Head of Delegation or Deputy Head of Delegation.
The base salary will depend on relevant and verified employment experience, starting from INR 90,662 per month (13 months). There is a competitive benefits package, subject to certain conditions, including personal leave days and public holidays, health insurances and a retirement savings plan.
The expected start date will be 1st January 2025.
Minimum requirements
- He/she should be a High School graduate;
- Have a minimum of five years of experience preferably in International Organizations;
- Excellent command over spoken and written English, very good knowledge of Hindi;
- Right to residence and to work in India;
Assets / selection criteria
- Good knowledge of software applications and word processing (WORD, EXCEL, Outlook);
- Knowledge of Computer operations;
- Knowledge of Database filling/maintenance;
- Knowledge of Archives;
- Knowledge of the Organization of Conferences & Seminars.
- Good knowledge of an additional European language is an asset;
- Capacity to communicate and coordinate clearly;
- Ability to listen, to consult and to share information and ideas;
- Teamwork skills;
- Ability to maintain discretion;
- Ability to identify and analyse key points in verbal and numerical information;
- Ability to prioritise work;
- Good organizational capacity to deliver on time;
- Good time management and monitoring of work;
- Flexibility to work under pressure and to respond quickly to new demands;
- Commitment to assure quality, speed and accuracy in performing technical and procedural duties;
- Possess high degree of responsibility and commitment to work.
