Delegation of the European Union to the
UN and other international organisations in Geneva

We are looking for an assistant

18/10/2019 - 17:42
Local agents

Deadline for applications: Sunday 10 November 2019

THE DELEGATION OF THE EUROPEAN UNION TO SWITZERLAND

AND TO THE PRINCIPALITY OF LIECHTENSTEIN

Bundesgasse 18 – 3011 Bern

 

Is looking for:     AN ASSISTANT

 

We are:

The European Union (EU) is an economic and political partnership between 28 European countries. It plays a major role on the international scene, whether through diplomacy, trade, development assistance or cooperation with international organizations. Abroad, it is represented by more than 140 diplomatic representations, also known as EU Delegations, which have a function similar to that of an Embassy. Since 2007, the European Union has been represented in Switzerland and to the Principality of Liechtenstein by an Ambassador and a Diplomatic mission in Bern. This presence on the ground allows the EU to maintain and deepen its relations with these two countries. The EU Delegation accompanies and supports the implementation of the Treaties between the EU and the two host countries as well as the ongoing negotiations. It also serves as an interlocutor for the media and public opinion. In its mission, the EU Delegation works in close coordination with the Embassies of Member states.

 

We propose:

A position of an Assistant dealing with secretarial matters in our diplomatic mission in Bern. The person recruited will be assigned duties based on the needs of the Delegation. When recruited, the successful candidate will have a specific job as a secretary. The staff member will perform secretarial tasks entrusted to him/her for several staff members under the supervision and responsibility of the Head of Delegation.

 

The Delegation's offices are currently situated in Bundesgasse 18, 3011 Bern. Locally hired staff work 37.5 hours per week with the possibility of using flexitime and enjoying employee benefits.

 

 

JOB CONTENT 

Under the authority of the Head of Delegation, the agent will perform the following duties:

 

  • Ensure the secretariat of the Heads of  Section and other team staff members
  • Back-up of the Head of Delegation's Secretariat
  • Provide general administrative support (such as drafting correspondence and working documents, keeping diaries up-to-date, manage administrative procedures, etc.)
  • Welcome visitors and manage the Delegation telephone switchboard
  • Finalise notes, compose and type routine correspondence, including Notes Verbales
  • Contribute to documents and files process management
  • Prepare minutes of meetings
  • Record incoming and outgoing correspondence using archiving software
  • Handle correspondence and ensure appropriate follow-up
  • Update the Delegation's contacts database
  • Organisation of events and meetings
  • Coordination of programme of visits to the Delegation
  • Assist in the recruitment of stagiaires

 

EDUCATION

  • Secondary education or equivalent
  • University degree and/or further training would be an asset

 

EXPERIENCE

  • Minimum three years of work experience in a similar position;
  • Previous experience in a diplomatic mission would be an asset.

KNOWLEDGE

  • Thorough knowledge of office management tasks;
  • High level of computer literacy (Word, Excel, PowerPoint, Outlook, Internet)

SKILLS

  • Excellent command of German, both written and spoken;
  • Excellent knowledge of English and French;
  • Working knowledge of an additional EU official language would be an asset;
  • Capacity to work in a multicultural team, showing good interpersonal skills;
  • Good communication skills with both internal and external contacts;
  • Sense of autonomy, organisation and initiative;
  • Ability to prioritise and carry out tasks flawlessly, even when working under pressure or within tight deadlines, and to respond quickly to new demands;
  • High degree of loyalty and discretion in dealing with EU-related information.

How to submit your application:

The following CV should be submitted (using the standard CV in annex) along with a letter of motivation

Additional supporting documents will be requested from candidates selected for interview.

 

The procedure :

After the expiry of the date limit, a selection committee will examine all the applications. On the basis of the motivation letter and CV, the committee will draw up a list of candidates considered suitable for the post. The short listed candidates will be invited for interview during which the committee will examine in detail the suitability of each candidate for the position. The first interview may be followed by a second interview for a further reduced number of candidates.

Only candidates short-listed for interview will be contacted individually; however the Delegation will provide updates on the progress in the recruitment process on its website. 

 

Please send your application:

 

By e-mail :            DELEGATION-BERN-HOA@eeas.europa.eu

 

By postal mail:

Delegation of the European Union in Switzerland and to the Principality of Liechtenstein
Attn: Head of Administration (Mr. W. Harland)
Bundesgasse 18
3011 Bern

 

The Delegation will not provide additional information and will not discuss the recruitment process.

 

Deadline for submitting applications: Sunday 10 November 2019