We are

The European Union (EU) is an economic and political partnership between 27 European countries. It plays an important role in international affairs through diplomacy, trade, development aid and working with global organizations. 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 Timor Leste works in close coordination with the Embassies and Consulates of the 27 EU Member States. We are a fully-fledged diplomatic mission and represent the European Union in dealings with the Timorese government in areas that are part of the EU’s remit.

We offer

The post of Secretary (Local Agent Group 3) in the Cooperation Section. The team consists of 11 people and there are occasional atypical working hours.
Under this post, the recruited person will be attributed functions depending on the needs of the Delegation, and on the changes of these needs. The successful candidate will serve under the supervision and responsibility of the Head of Cooperation Section, providing support, expertise and assistance in administrative support.

Following main tasks and duties are currently required:

• To support the Head of the Cooperation Section as regards agenda, correspondence, telephone communication for the Section, handling general secretarial and administrative requests
• Organise appointments and meetings for the Head of Section and for the other officers of the Section as required
• Organise in-coming and out-going mail, including electronic registration in ARES and filing in relevant systems
• To work on other internal IT system as requested
• To take and transcribe notes, letters and minutes
• To translate written documents and relevant articles from daily newspapers as may be required
• To maintain and organise filing system for the Section, assuring easy retrieval of pertinent documents and registration of documents.
• To ensure management and monitoring of contact lists, agendas and deadlines for the Section
• To assist with the administration of the Section’s leave and work plan, other absences, and missions related to personnel management
• To ensure efficient organisation of meetings and taking minutes when requested
• To back up other administrative assistants in their absence
• To undertake any other assignments that may be required, in view of the efficient functioning of the Delegation

The base salary will depend on relevant and verified employment experience, typically starting from USD 968.  There is a competitive benefits package, subject to certain conditions, including personal leave days and public holidays, health insurances and a retirement savings plan.

The expected start date will be 1/04/2024. 

Minimum requirements / eligibility criteria (necessary for the application to be considered)

• Minimum of completed secondary level education;
• Minimum of 3 years of experience in secretarial/administrative support;
• Native level command of Tetum and good working knowledge (minimum B2 oral and written) of English and Portuguese;
• Excellent knowledge of computer applications: Excel, MS Office software, Word, PowerPoint, scheduling and communication, including platforms for online meetings;
• Right to residence and work in Timor Leste;
• Good standing as citizen/resident;

Assets / selection criteria (basis for awarding points to select the best applicant)

• Bachelor degree
• Communication experience;
• C1 level in English: oral and written expression;
• Ability to work as a team member with good inter-personal skills  and to work in a multicultural environment;
• Self- motivated, proactive, with sense of respect for deadlines and ability to perform well under pressure;
• Previous work experience in a diplomatic mission or international organization as secretary/ administrative staff.

How to apply

Please submit your application, consisting of a cover letter and Europass format CV (to be created on https://europa.eu/europass/en/create-europass-cv) to eeasjobs-030@eeas.europa.eu  (Reference Post 114023) no later than 29/02/2024. Only complete applications received on time via to eeasjobs-030@eeas.europa.eu   will be considered.

The successful candidate will be subject to a medical check and background check.

The process

After the deadline for applications, the eligible applications will be admitted to the Selection by the Committee set up for this purpose.

Depending on the number of applications received, successive phases of Selection may include shortlisting of candidates based assessment of the information provided in the cover letter, CV practical testing and interviews. The 3 best candidates will be invited to the final interview, which may include also a practical test.

Only candidates admitted to each successive selection phase will be contacted individually. The Delegation will use the same means of publication as for this job advertisement to inform the remaining candidates once the recruitment procedure has been completed and that a candidate has (or has not) been recruited.

The Delegation will not supply additional information or discuss the selection procedure. During the selection process, please do not contact the members of the Selection Committee, but address your questions and comments to the Delegation’s Administration.