Expression of Interest

Team Assistant for the EUSR for the Great Lakes region

1. Essential Requirements

Citizenship – Citizen of a Member State of the European Union (EU) and enjoying full rights as a citizen.

Ability to communicate effectively in English – The candidates must be fully fluent in written and oral English. 

Working knowledge of written and oral French is a requirement.

Education - Successful completion of Secondary Education attested by a diploma OR a qualification in the National Qualifications Framework which is equivalent to level 4 in the European Qualifications Framework. A qualification of the first cycle under the framework of qualifications of the European Higher Education Area, e.g. Bachelor’s Degree, preferably in Administration, is desirable.

Professional experience – Relevant professional experience in the field of administration, after having fulfilled the education requirements, preferably in EU institutions or EU CSDP missions.

Computer Skills – Ability to operate Windows, including MS Office (Outlook, Excel, Word, PowerPoint, Access); experience with EEAS/Commission internal IT systems would be an asset.

Excellent organisational skills and ability to prioritise tasks. 

Ability to work in a proactive and autonomous way with sound judgement, discretion and confidentiality.

Excellent interpersonal and communication skills.

Ability to establish and maintain effective work relations in a multicultural environment.

Flexibility and ability to deliver results under stress.

2. Job Description

1. Overall purpose

The Team Assistant is a locally recruited person based in Brussels. S/he will act as the team assistant for the European Union Special Representative (EUSR) and will be part of the EUSR's team. 

2. Main tasks and responsibilities

The roles, responsibilities, and tasks of the Team Assistant include the following:

• managing the schedule and planning of the EUSR, which includes tasks such as handling calls and correspondence, responding to general inquiries and managing the e-mail exchanges and calendar;

• organising meetings, including booking of rooms, technical support for VTCs, catering, security accreditation, and accompanying external visitors in accordance with the security regulations;

• handling mission preparations, including travel, accommodation, and visas for the EUSR and his team;

• assisting the Financial and Administrative Officer (i.e. with travel claims from missions)

• assisting the EUSR team members in fulfilling administrative tasks;

• managing functional mailboxes;

• receiving and routing incoming correspondence, finalising and transmitting outgoing correspondence respecting the given timelines and formats, preparing/copying documents (including lay-out/formatting) for transmission in Ares;

• establishing and maintaining updated lists of contacts of/for the EUSR’s team as well as tables, organigrams and other relevant documents;

• document management: filing and storing of incoming and outgoing correspondence and documents, including setting up a systematic archive (IT and hard copy) for reports and correspondence, and assignment of correspondence;

• coordinating holidays, leave and absence records and similar personnel administration formalities;

• maintaining close contact with EEAS support services and other relevant actors on office-related administrative issues (i.e. office equipment, furniture, telephones, computers, and IT connections);

• assisting and performing any other tasks relevant to the mandate of the EUSR as requested by the EUSR.

How to apply

Please fill in the application form.

All application forms sent directly to EUSR-GREAT-LAKES@eeas.europa.eu will be considered. Please do not contact the EUSR Great Lakes team, only those shortlisted will be contacted.  Please fill in completely the application electronically and send it back in its original format.