Delegation of the European Union to Thailand

Vacancy: Administrative Assistant / Secretary – Foreign Policy Instruments

21/01/2019 - 10:23
Local agents

The Delegation of the European Union to Thailand is seeking an “Administrative Assistant / Secretary – Foreign Policy Instruments (FPI)” to join its team in Bangkok. Please find relevant details below.

Context

The Service for Foreign Policy Instruments (FPI) is a service of the European Commission working alongside the European External Action Service (EEAS) to support EU foreign policy priorities globally. It does so through different financing instruments such as the Partnership Instrument (PI), promoting the external dimension of EU internal policies and supporting political partnerships of the EU with like-minded countries on areas of mutual interest, and the Instrument contributing to Stability and Peace (IcSP), supporting security and peace-building initiatives in partner countries.

This vacancy is for a post within the FPI Regional Team – Asia & Pacific, which operates from the EU Delegation to Thailand, in Bangkok. The Regional Team was established in 2017 and consists of 14 staff, divided in an operational section and a finance and contract cell. The administrative assistant / secretary position provides support to the whole team.

The Regional Team collaborates with EU Delegations and relevant actors in the Asia-Pacific region, with FPI Headquarters and other services in Brussels, to conceptualise, elaborate and implement international cooperation actions funded under the PI and the IcSP.

Further details on the job framework, on the job content and on the job requirements are given below.

 

JOB PROFILE

JOB CONTENT

OVERALL PURPOSE

Within the section Foreign Policy Instruments (FPI) – Regional Team for Asia & Pacific, he/she will provide administrative and secretarial support in the achievement of the objectives of the Partnership Instrument (PI) (http://ec.europa.eu/dgs/fpi/what-we-do/partnership_instrument_en.htm) and the Instrument contributing to Stability and Peace (IcSP) (http://ec.europa.eu/dgs/fpi/what-we-do/instrument_contributing_to_stability_and_peace_en.htm).

The work will involve contacts with the European Commission line Directorates General (DGs), the European External Action Service, the EU Delegations in the region, the EU Member States representations and other relevant partners. 

FUNCTION AND DUTIES

Operational and administrative support

  • Provide general administrative support to the Regional Team (operational section and finance & contracts cell).
  • Provide support for the organisation of numerous missions of members of the FPI Regional Team
  • Provide support related to the organisation of congresses, conferences and seminars.
  • Provide support to the organisation of meetings (including regular videoconferences) with internal / external stakeholders.
  • Provide administrative support in the organisation of  trainings.
  • Provide support for the organisation of missions from HQs or experts' missions.
  • Support the Head of Section in his supervision & coordination role; ensure proper coordination, communication and flow of information between the team members.
  • Contribute to the drafting of documents (minutes of section meetings, instruction notes, correspondence, etc.).
  • Support communication and visibility.

Information and document management

  • Process, create, keep up to date/retrieve dossiers and archive documents and data in the appropriate files or databases.
  • Organise and prepare briefing files for meetings and conferences.
  • Ensure incoming mails are attributed and followed-up and deadlines are respected.

 

JOB REQUIREMENTS

 

EXPERIENCE

  • He/she must have at least 2 years of working experience of related administrative / secretarial work in a diplomatic mission, international organisation, public administration / government or in the private sector.

KNOWLEDGE

Office administration

  • Knowledge of standard principles and procedures relating to administrative support and logistics.
  • Computer literacy (thorough knowledge of commonly used programmes such as Word, Excel, MS Project, PowerPoint, etc.).
  • Prior knowledge of the administrative rules and procedures of the Commission is considered an asset.

LANGUAGES

  • Excellent command of English is an essential requirement (written and spoken).
  • Command of Thai is considered an asset.
  • Knowledge of another EU language is considered an asset.

COMPETENCES

Analysis and problem solving

  • Inquiring mind.
  • Capacity to analyse and structure information.

Communicating

  • Ability to understand and be understood.
  • Drafting skills.
  • Networking skills.

Delivering Quality and Results

  • Capacity to act upon problems.
  • Ability to work in a proactive and autonomous way.
  • Quality & process management abilities.

Prioritising and Organising

  • Capacity to deliver in a structured way.
  • Planning capacity.

Resilience

  • Capacity to work under pressure.

Working with Others

  • Ability to work in a team

 

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

Deadline for application: 31 January 2019 at 16:00 hrs. (local time)

Only shortlisted candidates will be contacted.

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