The European Union Delegation to the Republic of North Macedonia is looking for a
Local Agent position - Secretary in the Head of Delegation 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 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 North Macedonia is one of those 140 delegations. The Delegation of the European Union is the liaison between the national authorities and EU institutions. Since the decision taken by the European Council to recognise the country as a candidate for EU membership, the work of the Delegation of the European Union has focused increasingly on monitoring and reporting on compliance with the political and economic criteria for membership of the EU, and alignment of legislation with EU legislation as well as capacity to implement and enforce it.

One of Delegation's key tasks is to inform the authorities, institutions, media and citizens of the Republic of North Macedonia about the pre-accession process and about the EU institutions and policies. It also maintains regular contacts with academic institutions, business community and representatives of the civil society.

We offer

We offer a position of Secretary in the Head of Delegation Section.

The jobholder will work under the supervision and responsibility of the Head of Delegation.

The selected candidate will be offered a full-time employment contract (“local agent” type contract – Group III) on indefinite period.

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

Place of employment: Skopje

Working time: 37.5 working hours/week

Functions and duties

The successful candidate will perform the following tasks:

1. Secretarial Assistance to HoD

• Oral and written correspondence with Government representatives, Parliament, Political Parties and other Macedonian counterparts, embassies and international organizations in Skopje, HQ in Brussels, Delegations and Embassies in the region
• Arranging meetings for HoD
• Organize high level visits from Brussels (prepare draft programmes, logistics, protocol) in close coordination with relevant Ministries
• Preparation of lists of guests for different events
• Arranging dinners, receptions and lunches for HoD (including invitations, dinner cards)
• Phone calls to Headquarters and local authorities for HoD
• Maintaining weekly agenda for HoD together with HoD assistant
• Translation of incoming mail and other documents from Macedonian into English and vice versa (mostly invitations, short letters)
• Preparation of weekly outgoing diplomatic pouch for Brussels (together with the statutory assistant of the  HoD)
• Receiving weekly incoming diplomatic pouch and distribution of all mail (together with the statutory assistant of the  HoD)
• Attend and draft minutes of management team meetings in the absence of HoD Assistant
• Ensure all background/briefing information is available to the HoD prior to meetings or events
• Arranging flights and hotel bookings for HoD including mission expenses and other relevant colleagues
• Preparation of general correspondence (Note Verbal, letters, cover letters, transmission notes etc.)
• Replacing the statutory assistant of HoD during her absence

2. General Secretarial Assistance

• Updating the programme of events
• Updating protocol lists
• Different activities as requested by superiors during all missions/visits
• Such other duties as may reasonably be requested of an assistant to the HoD
• Replacing the receptionist

3. Mail/Archives

• Registration of incoming mail
• Downloading all notes received on the general Delegation email for registration
• Registration/Transmission of outgoing documents by e-mail/Ares

The tasks listed above are indicative and may change in accordance with the Delegation’s service needs and internal organisation.

Eligibility criteria:

Education           

• High school diploma or completed higher secretarial studies

Experience         

• Five years of proven professional experience as a secretary or minimum three years of professional experience as senior secretary, relevant experience linked to the tasks requested
• Work experience at an Embassy or International Organisation is an asset

Language

• Native command of Macedonian and excellent written and spoken English language
• Knowledge of an additional EU language is an asset

Other skills and competences

• Excellent communication and interpersonal skills
• Stress resistance

Knowledge:      

Technical knowledge

• Excellent IT skills (Microsoft Office, communication software, etc.)

Skills:

Communication skills

• Very good drafting skills
• Very good analytical/reporting capabilities
• Capacity to communicate clearly at all levels
• Good capacity to maintain communication and information flow within and outside the section

Interpersonal skills

• Capacity to work as a team player
• Ability to deal with tact in delicate circumstances
• Ability to cooperate well with colleagues and beneficiaries and to develop good working relationships
• Understand the importance of maintaining the integrity of a diplomatic mission

Organisational skills

• Methodical and structured approach to tasks
• Very good coordination skills
• Good capacity to organise oneself to deliver results in a timely manner
• Capacity to work under pressure and respond quickly to demands

Personal qualities

• High degree of discretion, confidentiality and responsibility when dealing with EU related information
• Flexibility
• Commitment to quality and accuracy
• Sense of initiative
• Commitment to public service and team spirit

Selection criteria:

• Experience in effective communication both orally and in writing, ability to interpret regulations and guidelines and to act on and provide advice in accordance with the appropriate instructions, for the tasks closely related to those described above under “Functions and duties”
• Experience working with the Microsoft office package
• Experience in working in a team in multi-disciplinary environment and be a flexible team player
• Strong drafting and analytical skills and/or implementing policies, procedures, guidelines, templates, etc.
• Excellent communication skills both in Macedonian and English
• Capacity to perform with accuracy and in a flexible manner a diversity of tasks in a complex institutional environment
• Enjoys civil rights and permits for employment under local law

How to apply

Interested candidates should send a motivation letter and CV in Europass format in English only to the following functional email address: eeasjobs-067@eeas.europa.eu

Subject line should state: Name Surname Job.no.  157116

Candidates shall draft their CV following the European CV form, which is available at the following internet address: https://europa.eu/europass/en/create-europass-cv.

*Other forms of CV will not be accepted.

The Delegation will not supply additional information or discuss the selection procedure by telephone. Please address any queries concerning this procedure via e-mail to delegation-north-macedonia-recruitments@eeas.europa.eu. Successful reception of your application will be confirmed via e-mail only.

Deadline for sending applications is 30 April 2024 at 17.00h Skopje time

Only short-listed candidates will be contacted by e-mail and will be invited for written test and interview.  Interviews will be held in Skopje, at the EU Delegation premises.