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 the Armenia, Yerevan 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 Armenian government in areas that are part of the EU’s remit.

We offer

The post of Secretary (Local Agent Group 3) in the Delegation’s Administration Section. The team consists of 7 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 Administration Section (HoA), providing support on procurement procedures (supplies and services); document and e-mail management; archiving, filing, registering, sending and receiving correspondence and internal documents; organizing planning, meetings and travels; taking memos and minutes, drafting notes (including notes verbales).

Following main tasks and duties are currently required: 

• Help in the preparation of procurement procedures (supplies and services), under direct supervision of the Head of Administration (HoA) and the Administrative Assistant. Prepare order forms and purchase orders

• Keep a record and a timeline of all contracts and tendering procedures and assess the need and type of new tendering procedures and to ensure that procurement procedures are launched and finalized on time

• Ensure follow-up of contracts and liaise with service providers regarding purchases, repairs & maintenances, cleaning works, travel tickets, hotel reservations, stationery, IT equipment; using the proper procedures in regards to the type of supply/service, their cost and their frequency

• Organize meetings and travels; booking of hotels

• Keep the Section's agenda and the Delegation planning and phone tree/directory up-to-date

• Manage stationery stock, ensure follow-up on maintenance of office equipment

• Register, send, distribute, receive, archive, translate and/or file all correspondence (internal and external) being physical or by e-mail

• Update attendance register, annual leave & flexi time register for all local agents

• Manage requests for Delegation's car and driver and for taxis with CAR BOOKINGS, under direct supervision of HoA

• Take memos and minutes of meetings, draft notes (including notes verbales)

• Act as data entry and initiating agent in ABAC, as a back-up of the accountant

• Perform any other general secretarial duties for the Section

• Carry out any other ad hoc duties assigned by the HoA.

The base salary will depend on relevant and verified employment experience, typically starting from 7,909,226 AMD per year. 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 1/07/2024. 

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

• Certificate in Secretariat, Office Administration or equivalent
• 3 years professional experience as a secretary or office assistant
• Work experience in an international/multicultural environment (in Armenia or abroad)
• Basic knowledge of public procurement and accounting
• English  – ability to understand B2, ability to read B2, ability to speak B2, ability to write B2 (EU framework – level B2 = can communicate easily and spontaneously in a clear and detailed manner)
• Excellent drafting skills in English
• Knowledge of Armenian (read and write), mother tongue or equivalent
• Excellent drafting skills in Armenian
• Advanced computer literacy in MS Word, Excel & Outlook
• Right to reside and work in Armenia
• Certificate of good conduct/lack of a criminal record

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

• Diploma (Bachelor) in Business Management/Administration, Human Resources or Accounting
• Work experience in a foreign mission, international organisation or embassy
• Thorough knowledge of public procurement
• English  – ability to understand C1, ability to read C1, ability to speak C1, ability to write C1 (EU framework – level C1 = fluent)
• Knowledge of French (written)

How to apply

Please submit your application, consisting of a cover letter, Europass format CV and a declaration on honour regarding the lack of criminal record and, for non-Armenian citizens, the right to reside and work in Armenia, via e-mail to eeasjobs-079@eeas.europa.eu with mandatory subject: Application post reference 104697 + full name of applicant no later than 05/06/2024. Only complete applications received on time via e-mail will be considered.

The successful candidate will be subject to a medical 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 on the assessment of the information provided in the cover letter and CV, practical testing and interviews. The 3 best candidates will be invited to the final interview.

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 (delegation-armenia-hoa@eeas.europa.eu ).