Delegation of the European Union to the Philippines

Vacancy: Secretary (Ref. 317139)

02/07/2019 - 09:26
Local agents

The Delegation of European Union to Thailand is recruiting a 'Secretary' to join its team in Bangkok. Please find relevant details below.

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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