The European Union Delegation to the Kyrgyz Republic, Bishkek is looking for:

Secretary in the Finance, Contracts and Audit 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 Kyrgyz Republic, Bishkek 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 Kyrgyz government in areas that are part of the EU’s remit.

We offer

The post of Secretary (Local Agent Group 3) in the Finance, Contracts and Audit Section in the Kyrgyz Republic, which covers also the Delegations in Kazakhstan, Uzbekistan, Turkmenistan and Tajikistan. The team consists of 10 people in Bishkek and 6 people in other Delegations in the region 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 Finance, Contracts and Audit Section, providing support, expertise and assistance in the secretarial field.

Following main tasks and duties are currently required: 

• Providing assistance in management of the section by maintaining diary, answering telephone calls, filtering calls and taking messages, responding to general queries and managing mail exchanges;
• Logistical support to the organization of meetings/events/missions
• Taking, transcribing and preparing notes, routine correspondence, minutes, presentations and other texts related to Section's activity
• Handling appointments, documentation and following-up on the Section meetings
• Classification, filing and registering of correspondence and documents; Assisting in attribution of incoming mail and internal documents;
• Contributing to quality assurance regarding the contents of files
• Photocopying/scanning/faxing documents 

ADMINISTRATIVE AND PERSONNEL MANAGEMENT SUPPORT:

• Managing information and procedures regarding missions, flexitime, leave and absence records and similar personnel administration formalities – liaison with Administration Section
• Contributing to the follow-up of administrative arrangements relating to the recruitment and arrival of the new Section staff members
• Organising Section's logistics requirements (stationery etc.)
• Supporting management of the Section's functional mailbox

BUDGET AND FINANCE – FINANCIAL MANAGEMENT:

• Contributing to processing of payments for cooperation programmes and projects, in accordance with the applicable financial regulatory framework
• Registering the financial operations (invoices) in the accounting software (ABAC) and archiving and filing documents in a proper manner
• Support in reporting and follow up of section operational planning and deadlines
• Support for evaluation committees for calls for tenders and calls for proposals (such as preparation of documents, encoding)
• Other tasks that are in the interest of the service that are attributed by the Head of the Delegation or the Head of the Finance, Contract and Audit section and their substitutes can also be required.

The base salary will depend on relevant and verified employment experience, typically starting from 840 EUR.  There is a competitive benefits package, subject to certain conditions, including personal leave days and public holidays, health insurances and a retirement savings plan. Please note that about 28% of the basic salary is transferred directly to the Social Fund and Tax authorities (income tax) in accordance with the local legislation.

The expected start date will be 1 May 2024. 

Minimum requirements / eligibility criteria (necessary for the application to be considered)

• Higher education, preferably in Business, Administration, Economics, Finance or Accounting or equivalent;
• Minimum of 2 years of experience in performing the above mentioned tasks;
• Working knowledge, written and spoken (B2) of English language
• Working knowledge, written and spoken (B2) of Russian language
• Good knowledge of Kyrgyz language
• Very good level of Microsoft Office (Word, Excel, Outlook)
• Right to residence and work in the Kyrgyz Republic
• Medical fitness to carry out the tasks assigned

Assets / selection criteria (basis for awarding points to select the best applicant)

• Previous relevant working experience in an international organization, diplomatic mission or an NGO
• Ability to work in a team in a multicultural environment
• Archiving experience or training
• High flexibility and capacity to work under pressure
• Commitment to quality, speed and accuracy
• Capacity to communicate clearly and concisely
• Good drafting skills and good numerical skills

The process

After the deadline for applications, the eligible applications will be admitted to the Selection by the Committee set up for this purpose.

Depending on the number of applications received, successive phases of Selection may include shortlisting of candidates based assessment of the information provided in the cover letter, CV; practical testing and interviews. At least 3 best candidates will be invited to the final interview.

Only candidates admitted to each successive selection phase will be contacted individually. The Delegation will use the same means of publication as for this job advertisement to inform the remaining candidates once the recruitment procedure has been completed and that a candidate has (or has not) been recruited.

The Delegation will not supply additional information or discuss the selection procedure. During the selection process, please do not contact the members of the Selection Committee, but address your questions and comments to the Delegation’s Administration.