European Union Delegation to Zambia Recruiting: Secretary [2 Positions]
The European Union (EU) is an economic and political partnership between 28 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 representations, 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 CFSP 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 EU Budget and the European Development Fund in line with the Communication “Increasing the impact of EU Development Policy: an Agenda for Change”.
We offer
We offer a post of 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 be changed in accordance with the needs of the Delegation. Under this job function the successful candidate will serve as technical and support staff to the Political, Press and Information (PPI) section and in particular to:
- Assist in the scheduling and preparation of appointments and meetings
- Type and dispatch correspondence, including mail for diplomatic pouch
- File and archive documents and maintain the electronic and physical filing system
- Draft notes and minutes of meetings
- Manage information on missions, holidays, leave and absence records
- Assist in the organization of Delegation staff missions
- Contribute to communication activities, including internal communication and publications
- Prepare routing slips for documents, correspondence, contracts, etc.
- Manage mailbox(es), set-up and update contacts databases
- Provide administrative and logistical support for the organization of internal and external EU events (workshops, conferences, public events, etc.)
- Photocopy, scan and bind documents and reports
- Assist in welcoming and informing outside visitors in accordance with security regulations
- Answer the telephone, filter calls and take messages
- Temporarily take-up secretarial/assistance tasks of other colleagues (in case of absence)
- Attend to any other assignment as and when required by management staff.
under the supervision and responsibility of the relevant head of section.
Working environment and conditions:
Place of employment: Lusaka, Zambia
Group: III
Starting basic salary (gross): 16,663.00 ZMW
Total Working hours per week: 37.5
We offer a competitive position in an international environment. Benefits, such as additional pension scheme and medical insurance, are offered to employees and their families under certain conditions.
Selection Criteria
Minimum Requirements:
- Medically fit to perform the required duties;
- Enjoys civil rights and permits for employment under local law;
- Very good knowledge of English both oral and written;
- Education and training: Secondary School Diploma
- Professional experience: 3 years of secretarial experience / administrative assistance
- Demonstrated good computer skills including experience with MS Office Suite, especially with Excel and Word
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:
- Capacity to communicate clearly, presenting complex matters in an understandable manner, both orally and in written form
- Strong numerical sense
- Communicative team-player with service-orientated attitude
- Service-orientated professional manner and appearance
- Ability to identify and analyze key points in verbal and numerical information
- Capacity to focus on priorities and to deliver duties timely
- High sense of responsibility
- Good organizational skills
- Sensitivity to diverse cultural environment
How to apply
Please send your application and supporting documents by e-mail to:
Mentioning in the subject line: “Vacancy: Secretary for PPI section”
The application message should include a cover letter, a detailed CV with at least two traceable relevant business referees and scanned copy of relevant qualifications (educational and working experience).
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 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.
The Delegation will not supply additional information or discuss the selection procedure by telephone.
Please address any queries concerning this procedure to:
The deadline for applications is: 04/05/2018 at 17:00 hrs
Only shortlisted candidates will be contacted for an interview.
Interested parties that do not fulfill the minimum requirements should NOT apply.