مكتب ممثل الاتحاد الأوروبي (الضفة الغربية وقطاع غزة، الاونروا) 

The Delegation of the European Union to Georgia is looking for: Secretary

30/10/2019 - 13:47
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We offer a post of Secretary within the Head of Delegation's office. Under this post, the recruited person will be attributed functions depending on the needs of the Delegation.

The Delegation of the European Union to Georgia is looking for:

Secretary

We are

The European Union currently has 142 delegations which are placed under the authority of the High Representative of the Union for Foreign Affairs and Security Policy, who is also Vice President of the European Commission. The European External Action Service (EEAS) supports the work of the High Representative in defining and implementing an effective and coherent EU foreign policy. The EEAS works in close cooperation with Member States, the Council and relevant services of the European Commission.

The Delegation of the European Union (EU) to Georgia opened in Tbilisi, Georgia, in 1995. It promotes political and economic relations between Georgia and the EU by maintaining extensive relations with government institutions. Furthermore it raises awareness about the EU in the country and implements the EU´s assistance programmes. The European Union is currently the biggest donor of external assistance in Georgia.

 

We offer

We offer a post of Secretary within the Head of Delegation's office. Under this post, the recruited person will be attributed functions depending on the needs of the Delegation.

Under this job function the successful candidate will serve as support staff to provide administrative support to the Head of Delegation's office in the coordination of the activities of the service, and more specifically with the follow-up of internal procedures, communication actions, information and document management, organisation of meetings and / or logistic needs, comprising:

  • Act as secretary in the Head of Delegation's office, including support to the HoD adviser and back-up to the HoD assistant);
  • Provide assistance to the Delegation´s management by maintaining the diary, answering the telephone, filtering calls and taking messages, responding to general inquiries and managing the e-mail exchange and calendar; handle appointments, documentation and follow-up to management meetings; ensure that space, infrastructure, office supplies, inventoried goods and other logistics needs of the office are covered;
  • Drafting standards notes and letters and ensure language review of reports and notes; follow-up to incoming and outgoing mails, courier, recipient list; manage e-mails; contact ministries and institutions of the host country as well as other embassies; manage office equipment; update the section inventory;
  • Record and route incoming correspondence, finalise and transmit outgoing correspondence, using archiving software as necessary and ensure follow-up and respect of deadlines; co-ordinate storage, reproduction, translation, circulation and retrieval of non-classified documents, making sure that they are filed and secured in accordance with the regulations in force; help preparing briefing files for committees, conferences and other meetings; coordinate and contribute to administrative quality checks of documents for signature;
  • Facilitate internal communication within the Delegation as well as outside the service; assist in welcoming and informing outside visitors in accordance with security regulations; support HoD's assistant on protocol issues for the Head of Delegation and assist in incoming senior level visits;
  • Act as back-up to the HoD translator/interpreter by translating documents from local language to English and vice-versa as required;
  • Act as back-up to the HoD translator/interpreter by ensuring quality interpretation from working language to local language and vice-versa, as well as related activities as required;
  • Other tasks in the interest of the service.

 

The place of employment is Tbilisi. The post is classified in the functional group 3, is for an indefinite contract (upon the successful completion of a probation 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.

Standard working hours are 37.5 hours per week. The Delegation implements a flexible working hour's policy.

 

We look for

 

Formal Education

Secondary education.

Higher education (short academic cycle or higher non-university cycle) or relevant university qualifications would be an asset.

 

Professional experience

Relevant professional experience of at least three years.

Similar professional experience in a diplomatic mission/international organisation would be an asset.

 

 

Knowledge of Languages

English: C1 level required.

Georgian: native/ excellent oral and written expression and comprehension

 

Knowledge of IT tools

Knowledge of Microsoft Office (notably Outlook, Word and Excel) is required.

 

 

Personal Skills

 

  • Good communication skills. Capacity to communicate clearly, present complex matters in a simple way and draft precisely.
  • Service oriented approach.
  • Flexible and adaptable to changing working conditions.
  • Respecting deadlines and capacity to prioritise.
  • Discretion and confidentiality.
  • Ability to work under pressure.
  • Eye for detail, accuracy.
  • Excellent ability to work in a team.

 

How to Apply

Please note that applications have to include a motivation letter in English as well as a CV, also in English, otherwise they will not be considered. Candidates holding another nationality than Georgian can apply for this post, but should already have a residence and a valid permit to work.

 

The subject line of your application should indicate the post title: "Secretary to the Head of Delegation"

 

Please send your application to the following e-mail address:

 

delegation-georgia-vacancies@eeas.europa.eu

 

The deadline for applications is 22 November 2019.

 

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 an interview if necessary – during this phase, the Selection Committee will assess the suitability of the candidates for the post.  

 

Kindly note that the Delegation will not supply additional information or discuss the selection procedure by telephone or in person. Please address any queries concerning this vacancy to the above e-mail address only.

 

If you have not been contacted by the Delegation by 31 December 2019 then you may consider that your application has, unfortunately, not been pre-selected.

 

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