The European Union Delegation to Zambia is looking for a: Secretary

We are

The European Union (EU) is an economic and political partnership between 27 European countries. It plays an important role in international affairs through diplomacy, trade, development aid and working with global organisations. Abroad, the EU is represented through more than 140 diplomatic missions, known also as EU Delegations, which have a similar function to those of an embassy.

The EU Delegation to the Republic of Zambia and COMESA:

• Ensures the representation of the European Union to the Republic of Zambia and the Common Market for Eastern and Southern Africa (COMESA);
• Ensures the follow-up of bilateral relations in the areas of political, economic, trade and external assistance cooperation (financial and technical);
• Ensures the follow-up of EU policies in all sectors;
• Promotes and defends the values and interests of the EU;
• Coordinates the work of the Member States’ Embassies, particularly in the fields of EU competences, notably trade and external assistance;
• Ensures the tasks of the EU Presidency and carries out demarches as appropriate;
• Reports back to Headquarters on all matters of interest for EU policies;
• Carries out press and public diplomacy activities in pursuit of the above;
• Ensures the multi-annual programming of aid and the management of programmes and devolved projects within the framework of the external aid instruments of the European Development Fund and the Neighbourhood, Development and International Cooperation Instrument – Global Europe in line with the Communication "Increasing the impact of EU Development Policy and the Global Gateway.

We offer

We offer a post of a Secretary. Under this post, the recruited person will be attributed functions depending on the needs of the Delegation. Upon recruitment, the successful candidate will occupy a specific job function as Secretary – this job function may change in accordance with the needs of the Delegation. Under this job function the successful candidate will serve as technical and support staff to undertake their entrusted tasks. This support might consist of the following duties:

Functions and Duties:

• Organise, coordinate and draft minutes of meetings (notably the Administrative Member State meetings chaired by the HoA and the weekly admin team meeting).
• Schedule the Head of Administration’s appointments and meetings.
• Register incoming and outgoing correspondence.
• File Admin files (paper and electronic).
• Make flight bookings for colleagues on mission.
• Organise and support visiting missions (logistical support).
• Organise and follow up on annual medical check-up of local agents.
• Manage leave files, sick slips and personal files of Local Agents in e-TIM application.
• Prepare Welcome Pack for new staff.
• Liaise with Ministry of Foreign Affairs and Immigration office on day-to-day matters.
• Prepare letters and Note Verbales to Ministry of Foreign Affairs.
• Preparation of all documents related to issuance of Diplomatic Identity Cards and Diplomatic Permits, Residential/Work Permits, Custom Clearance of personal goods and vehicle letters.
• Registration of CD Plates.
• Registration and De-registration of motor vehicles.
• Organising and conducting the Delegation auction sale.
• Introducing invoices in accounting system ( ABAC Workflow).
• Issue of Local Purchase Orders (LPOs) and order forms.
• Respond to spontaneous employment applications.
• Attend to any other administrative assignment as and when required by the Head of Administration.

Working environment and conditions:

Place of employment: Lusaka, Zambia

Group: III

Starting basic salary (gross): 23,903 ZMW

Total Working hours per week: 37.5

We offer a competitive position in an international environment. Benefits, such as additional pension scheme, housing allowance and medical insurance, are offered to employees and their families under certain conditions.

Selection Criteria

Minimum Requirements:

1. Medically fit to perform the required duties;
2. Enjoys civil rights and permits for employment under local law;
3. Has a satisfactory knowledge of English;
4. Education and training: A Diploma with direct relevance to the role.
5. Professional experience: 5 years Secretarial, personal or administrative assistant experience in administrative management.
6. Demonstrated good computer skills including experience with MS Office Suite, especially with Excel and Word.

The following will be considered an asset:

1. Previous experience in a similar role in an international organisation.
2. Previous experience in protocol.
3. Basic knowledge in accounting and human resources.

We look for a candidate who is a self-starter, motivated, able to work under pressure, able to work alone with minimal supervision and in a team, respects deadlines, is committed to assure quality, speed and attention to details in performing duties, shows initiative and responsibility, able to deal with stress situations, is pro-active, flexible and discreet.

The successful candidate should have solid administration/secretarial knowledge and skills.

How to apply:

Please send your application and supporting documents by e-mail to:

eeasjobs-132@eeas.europa.eu

Mentioning in the subject line: "Vacancy: Secretary – Administration Section"

The application message should include a motivation letter and a detailed CV in English with traceable and relevant business referees. Copies of relevant qualifications (educational and working experience) will be requested at a later stage of the selection process.

Please note that the shortlisted candidates will be subjected to a written test.

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 includes an interview and a written test – during this phase, the Selection Committee will assess the suitability of the candidates for the post.

The candidates who have not been short-listed will not be contacted individually; however, the Delegation will use the same means of publication as for this Vacancy Notice to inform the remaining candidates once the recruitment procedure has been completed and that a candidate has (or has not) been recruited. 

The selected candidate should be able to provide the original documents of the required educational and professional experience upon request (after the pre-selection phase).

The Delegation will not supply additional information or discuss the selection procedure by telephone.

Please address any queries concerning this procedure to:

eeasjobs-132@eeas.europa.eu

The deadline for applications is 30/08/2024 at 17:00 hrs

• Only shortlisted candidates will be contacted for an interview.

Interested parties that do not fulfil the minimum requirements should NOT apply

Annex - Job description - Secretary