Secretary Wanted: EU Delegation to the Republic of Zambia and COMESA – Closing 6 Sept. 2017

We are

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 to 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 assist the Head of Cooperation in all administrative, technical and logistical day to day business and in particular:

Assist in coordinating regular reporting to Brussels (Financial Forecasts, EAMRs and JAR);
Assist in the coordination with other CPs in Zambia, in particular under the WHIP coordination responsibility assumed by the Delegation;
Assist in planning HQ or other missions involving the operations area;
Take up if necessary(in case of vacancies) some technical or administrative tasks in one of the operational sections;
Filing of EDF programming documents, main documents related to national and regional projects, maintaining the filing system;
Contribute to administrative quality checks on files for signature;
Register incoming and outgoing correspondence;
Type and dispatch correspondence including mail for diplomatic pouch;
Draft minutes of meetings (notably monthly operational + F&C sections meetings);
Receive and escort visitors from and to reception for security clearance;
Schedule the Head of Cooperation’s appointments and arrange for meetings;
Manage information on missions, holidays, leave and absence records;
Photocopy documents and binding of reports;
Attend to any other assignment as and when required by the Head of Cooperation.
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.

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 stressful situations, is pro-active, flexible and discreet.

 

In addition, the Candidate must meet the following minimum requirements:

Education and training:

High School Certificate with Advanced Diploma in Administration or Project Management
Experience

At least five years secretarial experience in administrative, management.
Knowledge

Solid administration/secretarial knowledge.
Skills

Linguistic and IT skills

Good command of the English language; both oral and written
Computer literate (knowledge of Word processor, Excel, spreadsheet, databases, PowerPoint, internet, etc.)
Can operate office equipment such as fax, scanner, photocopying machine, etc.
Communication skills

Capacity to communicate clearly, presenting complex matters in an understandable manner, both orally and in written form.
Ability to develop contact and to communicate confidently with colleagues and important external contacts.
Interpersonal skills

Team work skills
Ability to support in building cooperative working relationships with other sections.
Intellectual skills

Ability to identify and analyse key points in verbal and numerical information and to evaluate alternatives objectively.
Capability to clearly and effectively process and put into action ideas and approaches.
Management skills

Capacity to focus on priorities and to deliver duties timely.
High sense of responsibility
Good organisational skills
Sensitivity to the diverse cultural environment.

 

Personal qualities

Ability to work under pressure and to respond quickly to new demands
Commitment to assure quality, speed and attention to details in performing duties
Initiative and responsibility
teamwork ability
high flexibility
honesty and discretion
Will be regarded as an asset:

Knowledge of French.
How to apply

Please send your application and supporting documents by e-mail to: [email protected]

Mentioning in the subject line: “Vacancy: Secretary – Head of Cooperation section”

The application message should include a cover letter, a detailed CV with at least two traceable relevant business referees and a scanned copy of relevant qualifications.

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. Any query concerning this procedure should be sent to the above-mentioned e-mail address.

Closing date for receiving applications with the relevant supporting documents is: 06/09/2017 at 17:00 hrs

Only shortlisted candidates will be contacted for an interview.
Interested parties that do not fulfil the minimum requirements should NOT apply.
Apply for job
To apply for this job email your details to [email protected]