Delegation of the European Union to Jamaica, Belize, Turks and Caicos Islands, Bahamas and the Cayman Islands

Secretary Logistics Assistant - Vacant post

05/05/2021 - 06:09
Local agents

We offer a post of a Secretary - Logistics Assistant within the Administration Section of the Delegation. 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 provide administrative assistance to all logistical and infrastructure tasks of the EU Delegation office as well as the EU Residence, under the supervision and responsibility of the Head of the Administration Section.

The European Union Delegation to the Dominican Republic is looking for:

Secretary – Logistics Assistant

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 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.

We offer

We offer a post of a Secretary - Logistics Assistant within the Administration Section of the Delegation. 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 provide administrative assistance to all logistical and infrastructure tasks of the EU Delegation office as well as the EU Residence, under the supervision and responsibility of the Head of the Administration Section. 

Main Task:

  • Assistance with office logistics: maintenance, office and equipment repairs, water and electricity services, matters related to telephony and cell phones.
  • Assistance with the management and supervision of the cleaning and maintenance services of the office.
  • Assistance with furniture and equipment inventory management (including furniture storage).
  • Support with handling of printers and photocopiers: repairs, purchase of toner and cartridges, etc.
  • Assistance with archives.
  • Assistance with public procurement (preparation of all bidding documents, drafting terms of reference, invitation to tender letter, award notices, etc.).
  • Registration in ABAC CONTRACT and ABAC ASSET of purchase orders, good receipts and updating and follow-up of the inventory.
  • Assistance in the management of the HOD's residence issues (services, repairs, equipment, etc.).
  • Assistance with the logistics for the departure / arrival of expatriate staff (removals, customs' procedures, car registration) and the housing contract management.
  • Assistance with the expatriate housing contract management in IMMOGEST and advances and reimbursement requests.
  • Coordination of all transport needs and the drivers planning.
  • Assistance with all protocol matters and draft notes for the departure and arrival of expatriate staff (diplomatic accreditations, removals, customs' procedures, car registration, ITBIS exoneration cards,…).
  • Back-up of receptionist, accountant and logistic assistant.
  • All other tasks requested by the Head of Administration.

Personal skills:

  • Pragmatic, very good organizational skills and service minded attitude.
  • Capacity to assure quality, speed and accuracy in performing complex tasks in a multicultural environment.
  • Ability to work in team and excellent communication skills with external providers.
  • Ability to deal with stress situations.

Selection Criteria

Minimum Requirements:

  1. Medically fit to perform the required duties;
  2. Enjoys civil rights and permits for employment under local law;
  3. Secondary school diploma.
  4. At least 3 years of professional experience after the secondary school diploma in the field of administrative and logistic matters relevant to perform the tasks referred to in the job description (to be counted before the application deadline 18/05/2021) ;
  5. Excellent knowledge of Spanish and English:
    1. SP: ability to understand C2, ability to read 21, ability to speak C1, ability to write C1.
    2. EN: ability to understand C1, ability to read C1, ability to speak B2, ability to write B2
  6. Has excellent knowledge of computer tools, spreadsheets and MS Office applications and Internet use.

The following will be considered an asset:

  1. A Bachelor Degree education in the area of Logistics and Infrastructure will be considered as an asset.
  2. Professional experience with an Embassy or with an International Organization will be very advantageous.
  3. Knowledge of a third language.

Working hours:           37,5 hours/week – Monday to Friday

Place of employment: EU Delegation, Av Nicolás Pensón 85A, Sector Gazcue, Santo Domingo, Dominican Republic

Category:                    Local agent - Group 3 in the EU system – Secretary Logistics Assistant

Basic salary:                67,043 DOP to 116,786 DOP per month (bruto) depending of the years of experience and promotions.

Extra-legal benefices:

  • Provident fund in euros: Contributions : 5% Employer – 5% Employee
  • Complementary medical insurance : Contributions: 3.22 % Employer – 1.37% Employee
  • Month 13.
  • Minimum 20 paid leaves days.

How to apply

Please send your application and supporting documents to delegation-dominican-rep-hoa@eeas.europa.eu with the reference: Vacancy LA III Secretary – Logistics Assistant

The package should include a cover letter, a detailed CV. Please complete the standard European CV using the template in the following link: https://europass.cedefop.europa.eu/documents/curriculum-vitae .

The Delegation will not supply additional information or discuss the selection procedure by telephone: please address any queries concerning this procedure to delegation-dominican-rep-hoa@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 a written test as well as an interview to 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: Tuesday May 18th 2021 – 16:30

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