Vacancy: Secretary (Ref. 317139)

Job framework

Job Title: Secretary

Job location : EU Delegation Bangkok

Area of Activity: Finance, contracts and audit Section

Category : DAL III

Situation : vacant

Job content

Overall purpose:

Will be a resource person to the Finance, contracts and audit (FCA) Section at the Delegation. Will perform in an effective timely manner the clerical tasks which he/she is requested to take care of in order to support their line managers, and contribute to the efficient functioning of the FCA Section as required.

Functions and Duties:

To encode the invoices received from the projects implemented by the Delegation.
To act as a focal point for the documents sent from Delegations in Laos, China, India, Malaysia and Mongolia.
To be charge of all administrative work of the FCA Section
To provide effective secretarial support to the line managers and other staff in the FCA Section as mainly with the HoS, Deputy HoS and finance officers.
To keep track record of the incoming and outgoing correspondence of the FCA Section in ARES.
To take minutes of section meetings.
To write official letters and other correspondence as necessary.
To prepare missions to FCA staff, including mission order and mission reimbursement in MiPs system.
To coordinate appointments and diary of FCA staff, liasing as necessary with colleagues and contacts, including logistics.
To coordinate and support the Training Coordinator for corporation of the Delegation for organizing the Regional trainings / seminars in Bangkok.
To undertake other assignments that may be reasonably requested in view of the efficient functioning of the FCA Section or the Delegation.
To be aware of relevant financial and contract procedures.

Education and training

He/she must hold a degree or equivalent in any field of secretarial qualifications.

Experience

Should have 5 years of executive secretarial/office experience in an international organisation or similar. He/she must hold a degree in secretarial work. Some previous experience in accounting or contracts preparation environment is an asset. Needs to have a working experience in or with Southeast Asia.

Knowledge

Specialist knowledge (know what)

As indicated on the “Basic Information” sheet

Technical knowledge (know how)

Computer literate (and knowledge of commonly used programs such as Word, Excel, PowerPoint, etc.).
Capable of producing high quality results within often tight deadlines.
Capable and having experience in drafting official correspondence with a certain degree of autonomy

SKILLS

Linguistic skills

Good command of English (written and spoken)
Excellent Thai
Working knowledge in French (read and spoken) is considered an asset

Communication skills

Excellent communications skills with external and internal contacts

Interpersonal skills

Able to work as a team member with good inter-personal skills
Ability to work in a multicultural environment (knowledge of European Commission is an asset)

Intellectual skills

Ability to understand and contribute to effective and efficient administration and procedures of the Finance, contracts and audit Team

Management skills

Capacity to focus on priorities and to organize work to deliver on time.
Ability to negotiate at all levels in a multicultural and multilingual environment.

Attention to detail and accuracy

PERSONAL QUALITIES

Flexibility to work under pressure and to response quickly to new demands
An interest in promoting cooperation between Europe and South East Asia

Interested candidates should send their CVs (using the provided template below) and a short motivation letter (max. 1 page) to the following mailbox: delegation-thailand-jobs@eeas.europa.eu

Deadline for application: 14 July 2019 at 16:00 hrs. (local time)

Only shortlisted candidates will be contacted.

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