Team Assistant / Secretariat of the Geneva discussions for the EUSR for the South Causcasus and the crisis in Georgia
Job Title |
Team Assistant/ Secretariat of the Geneva Discussions |
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Legal basis
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Contract Regime |
Full time LOCAL CONTRACT under Belgian employment law |
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Reports to |
European Union Special Representative for South Caucasus and Crisis in Georgia |
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Contractual category |
Group function II/III |
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Duty Station |
Brussels, Belgium |
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Availability and duration of contract |
As soon as possible. The duration of the deployment will follow the mandate of the EUSR, which will run until 31 August 2024, with a view to possible extension |
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Security Clearance Level |
N/A |
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Applications should be sent to |
Interested candidates should use the application form (Annex 2) and send it by email to Alessandro.ROTTA@ext.eeas.europa.eu , (tel. +32 2 584 33 19 and And Georgina.COSTA-VAZ@ext.eeas.europa.eu, (tel: + 32 2 584 11 53) |
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Selection process |
The candidates considered most suitable will be shortlisted and interviewed. Only shortlisted candidates will be informed about the outcome of the selection process. |
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Annexes |
Annex 1 : Job description and requirements Annex 2 : Application Form |
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Deadline for applications: |
Sunday 5 November 2023 |
- 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.
- Job Description
- 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.
- 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;