1. Essential Requirements

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

Languages – The candidates must have a good command of written and oral English. Working knowledge in French.

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 – A minimum of 5 years of relevant professional experience in the field of administration, after having fulfilled the education requirements.

Computer Skills – Ability to operate Windows, including MS Office (Outlook, Excel, Word, PowerPoint, Access)

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

Excellent organisational, managerial and problem-solving skills.

Good interpersonal and communication skills and familiarity with diplomatic protocol.

Excellent organisational skills and ability to prioritise tasks.

Experience in working in a politically sensitive environment.

2. Job Description

1. Overall purpose

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

2. Main tasks and responsibilities

Tasks and responsibilities of the Team Assistant/ Secretariat of the Geneva Discussions include the following:

• Acting as team assistant to the EUSR and their team as required;
• Acting as a focal point in the EUSR office in Brussels for incoming calls and correspondence;
• Assisting in correspondence and contacts relating to appointments and preparation of missions and meetings (booking meetings, working lunches and dinners, etc…); requesting accreditation and welcoming visitors, coffee service when required;
• Keeping of planning calendar of the EUSR and their team;
• Mission preparations including the reservation of tickets and hotel and obtaining visas for the EUSR and their team;
• Establish and maintain an updated list of contacts of the EUSR team;
• Filing and storing of documents, including setting up a systematic archive (IT and hard copy) for reports and correspondence;
• Communication with the EEAS and other relevant actors on office related administrative issues such as office equipment, furniture, telephones, computers and IT connections;
• Assisting and support the EUSR team members in fulfilling administrative tasks;
• Organizing recruitment procedure; drafting staff contracts (local, ICS) and SNE letters, follow up of steps accordingly;
• Assisting the accountant i.e. with travel claims from missions, preparing missions expenses EUSR;
• ARES correspondence and COREU processing;
• Travel to Geneva and manage the organisation of each session of the "Geneva Discussions" including all related administrative and logistical requirements;
• Perform the activities of the "Secretariat of the Geneva Discussions" in coordination with the other international organisations (UN and OSCE) that jointly co-chair the Geneva Discussions together with the European Union: maintain constant contacts with the participants to the "Geneva Discussions", manage official and working level correspondence, ensure flow of information and circulate documents;
• Prepare, and follow up on official Geneva Discussions co-chairs visits to the region
• All other tasks assigned by the EUSR;