Delegation of the European Union to Japan

Secretary

03/06/2019 - 17:43
Local agents

The Sub-Office of Yemen at the European Union Delegation to Jordan
is looking for:

Secretary
 

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 Yemen represents the European Union in Yemen and, as a diplomatic mission, works closely with the Member State Embassies and Missions represented in Yemen.

The Delegation Yemen is temporarily and officially located in Amman under the EU Delegation to Jordan as its Sub-Office. Due to security constraints, all staff is operating in Amman under the supervision of the Head of Delegation Yemen.

 

We offer

A post of Secretary AL-3 for a temporary contract for 70 days from mid July 2019.

Under this post, the recruited person will be attributed functions depending on the needs of the Administration team in close coordination with Head of Administration Yemen.

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 Administration team.

Under this job function the successful candidate will serve as support staff to the Administration Section and provide high quality secretarial support in the implementation of the administrative procedures under the supervision of the Head of Administration.

 

Main Tasks

  • To coordinate appointments and diary of Head of Administration, liaising as necessary with colleagues and contacts.
  • Back up for the secretary of Head of Delegation and Head of Political Section
  • Filing and up-keeping of the filing system and archives of the Administration.
  • Support the planning and coordination of daily Political Section visibility actions and events;
  • Manage incoming and outgoing demands of visibility material;
  • Draft and edit content for Social Media platforms;
  • Assist in producing a quarterly Delegation newsletter;
  • Update EU Delegation picture and video databases;
  • Prepare tables, charts, reports and presentations;
  • Update lists of service providers;
  • Update EU Delegation general mailing list;
  • Organise folders with speeches, speaking points and press releases;
  • Monitor visibility work from EU Headquarters and other EU Delegations to look for best visibility practices;
  • To undertake other assignments that may be requested in view of the efficient functioning of the Section or the Delegation.
  • Any other secretarial and clerical duties as directed.
  • Visa prior authorisation, visa on missions,
  • Assist in organising visits from Headquarters, including High Level visits, visits from other International Institutions and other companies. Prepare programmes and assist in protocol issues for these in-coming missions;

 

NB: the above list is indicative, not exhaustive

 

The successful candidate will be working in the Sub-Office Yemen of the EU Delegation Jordan, located in Amman.

The working hours are 37.5 per week (from Sunday to Thursday).

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

 

We're looking for

 

We're looking for an energetic person and able to handle several strands of work in parallel in a high pressure environment. An ability to work well with others is vital.

 

Previous experience working in the public, private or international organisation sectors and as secretary would be an asset.

Knowledge about Yemen would be highly appreciated.

 

Job requirements

 

Education and Training

  • Secondary education and a degree in secretarial work

 

Experience

  • 1 year of executive secretarial/office experience.
  • Previous work with embassies or diplomatic missions would be an asset.

 

Knowledge

  1. Specialist knowledge (know what)

Knowledge of European Union, its rules and functioning would be an asset.
 

  1. Technical knowledge (know how)

Computer literate (and knowledge of commonly used programs such as Word, Excel, PowerPoint and other MS Office programs)

Knowledge of EU informatics tools (ABAC, ARES, CRIS, MIPS etc.) would be an asset.

 

c. Diplomatic protocol and procedures


Skills

  1. Linguistic skills

Good command of Arabic and English (written and spoken).

Working knowledge in French (read and spoken) is considered an asset
 

  1. Communication skills

Excellent oral and written communications skills with external and internal contacts.
 

  1. Interpersonal skills

Able to work as a team member with good inter-personal skills.

Ability to work in a multicultural environment.

Ability to negotiate at all levels in a multicultural and multilingual environment.

 

  1. Intellectual skills

Ability to understand and contribute to effective and efficient administration and procedures of the Admin team.
 

  1. Management skills

Capacity to focus on priorities and to organize work to deliver on time.

Attention to detail and accuracy.

 

Personal qualities

Capable of producing high quality results within often tight deadlines.

 

 

How to apply

Please send your application and supporting documents, to the attention of the Head of Administration, to the functional mailbox DELEGATION-YEMEN-RECRUITMENT@eeas.europa.eu, indicating as subject: ADMIN3. The package should include a motivation letter and a detailed CV in "Europass" format available under: http://europass.cedefop.europa.eu/documents/curriculum-vitae.

After examination of the files, applicants who meet the requirements will be invited to written tests at a venue and date to be decided at a later stage.

Unsuccessful applicants will not be notified at this stage.

Applicants succeeding the written exams will be further invited to an oral interview at a venue and date to be decided at a later stage.

The Delegation would wish the successful candidate to take up his/her appointment shortly after the satisfactory completion of the selection process which is likely to be beginning of February 2018.

The deadline for applications is: 12/06/2019 at 18:00h (Amman time).

Applications received after this date will not be considered.

The Delegation will not supply additional information or discuss the selection procedure by telephone, please address any queries concerning this procedure to DELEGATION-YEMEN-RECRUITMENT@eeas.europa.eu