Personal Assistant to the Ambassador at European Union July, 2024

July 4, 2024

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Job Description


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WE LOOK FOR

  • The Personal Assistant will be required to provide general administrative and secretarial support as well as document management services to the Head of Delegation office.

Candidates must meet the minimum qualifications for engagement as contract agent FG II: 

  • (i) Have a level of post-secondary education attested by a diploma; or
  • (ii) a level of secondary education attested by a diploma giving access to post-secondary education, and appropriate professional experience of at least three years; or
  • (iii) where justified in the interest of the service, professional training or professional experience of an equivalent level (related to the nature of the tasks and qualifications indicated in the job description).
  • Have the capacity to work in languages of CFSP necessary for the performance of their duties, i.e. English and French;
  • Be a national of one of the Member States of the EU and enjoy full rights as a citizen.

Additional eligibility criteria in case of an internal call for expression of interest:

  • Be an EEAS contract agent in the function group concerned by the call for expression of interest;

AND

  • Having been recruited under Article 3b of the CEOS and assigned to the EEAS Headquarters for no less than 3 years;

GOLD

  • Having been recruited under Article 3a of the CEOS and temporarily assigned to the EEAS Headquarters for at least 2 years.

CRITERIA SELECTION

Proven relevant experience as Secretary/Assistant:

  • to a Head of Delegation, a Director or a Head of Division (senior or middle management);
  • in external relations;
  • with Secretarial/Assistant activities/techniques and knowledge on how to apply Institution’s administrative rules and procedures;
  • with filing methods and knowledge of document management systems; and;
  • with sound computer skills (word processing, spreadsheets, presentation systems, internet and email);
  • handling secure communications and classified information.

General skills and competence

  • Capacity to ensure quality, speed and accuracy in performing a diversity of tasks in a very difficult, complex, and high-risk multicultural environment without constant supervision;
  • Ability to work under pressure and to respond quickly to new demands;
  • Ability to communicate information clearly and effectively and to focus on priorities; and;
  • Capacity to be able to work as part of a team as well as with a degree of autonomy;
  • Sense of initiative, responsibility, discretion, organisation and innovation;
  • Ability to deal with confidential matters professionally;
  • Ability to deal helpfully and briefly with people;
  • Ability to organize social events, taking into account protocol rules;
  • Ability to work in a different socio-cultural environment and to adapt quickly to evolving situations;
  • Ability to sustain pressure of life and work in difficult conditions.  

Working languages

  • Capacity to work in languages of the CFSP and external relations necessary for the performance of their duties (EN and FR);



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