The European Union Delegation to DOMINICAN REPUBLIC is looking for:

Secretary – Cooperation Section

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 organisations.

The EU Delegation to the Dominican Republic 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 government in areas that are part of the EU’s remit.

Currently, the Delegation consists of almost 40 people of various nationalities, with a Cooperation-section of nine.

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. Under this job function, the successful candidate will provide administrative, logistical and secretarial assistance in general, as well as the document management service for the section, help and assistance to other sections when necessary, under the supervision and responsibility of the relevant head of section.

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.

Main tasks:

Under the direct authority of the Head of Cooperation:

• Write routine letters and notes verbales.
• Verification of the language of the reports and notes.
• Register files and transactions in the database of the section and Delegation.
• Follow up on correspondence and address lists.
• Follow up to incoming and outgoing mail
• Organize and update the (electronic) agenda of the section
• Managing invitation to meetings, drafting of agenda, preparation of support documents, and distribution of minutes.
• Contact with projects, contractors, ministries, international organizations and embassies.
• Support in secretarial functions the other sections when needed.
• Support the logistics of missions of the personnel of the sections as well as external missions of the Headquarters, other Delegations or other European institutions, (travel arrangements, appointments, transportation, etc) in collaboration with the Administration Section.
• Organize events and representation events (workshops, meetings, receptions, etc.), in collaboration with the Administration Section.
• Participate and organize the meetings of the Sectors, write minutes and ensure follow-up.
• Ensure the circulation of information in the section and to the different sections.
• Verify the content/documents of contracts and grant files
• Receive, transmit, copy, record, dispatch and file mail, according to the file system of the Delegation (ARES)
• Archiving of documents in physical form and in ARES.
• Coordinate at the Delegation level the use of ARES as well as the archive plan.
• Manage the section files and coordinate with SFC and DMO on the management of contract files
• All other tasks requested by the Head of Section.

Profile:

Personal skills and Knowledge:

The position requires excellent analytical, drafting and communication skills. Furthermore, the ability to work under pressure and to adapt to a multi-cultural environment, working autonomously within a team, is highly required.

Candidates are also expected to be able to communicate complex information in a comprehensible manner, be flexible towards new demands and deliver their outputs in a structured way.

Results based management experience within development cooperation projects and programmes.

General knowledge of the EU, its policies and activities.

Knowledge of EU relations with Dominican Republic.

Abilities and Interpersonal skills:

• Very good organizational skills and service minded attitude.
• Very accurate and effective written and oral communication.
• Capacity adapt and to assure quality, speed and accuracy in performing complex tasks in a multicultural environment.
• Ability to work in team.
• Ability to deal with stress situations.
• Discretion and confidentiality, ability to work quickly under pressure
• Capacity to understand the information that is going to be processed.
• Have initiative, be proactive
• Express clearly in oral and written form.

Language skills:

Spanish: Excellent written and oral expression and comprehension.

English: Fluent written and oral expression and comprehension.

Selection Criteria:

Minimum Requirements:

1. Medically fit to perform the required duties;
2. Enjoys civil rights and permits for employment under local law;
3. Secondary studies endorsed by a diploma
4. Minimum three (3) years in the field of secretarial matters relevant to perform the tasks referred to in the job description;
5. Excellent knowledge of Spanish and English:
   1. Spanish: ability to understand C2, ability to read C2, ability to speak C1, ability to write C1.
   2. English: ability to understand C1, ability to read C1, ability to speak B2, ability to write B2.
6. Excellent knowledge of secretarial and computer tools (e.g. Windows applications: word processor, spreadsheets, PowerPoint, outlook, etc.), including applications for organizing virtual meetings (WebEx, teams, etc.).

The following will be considered an asset:

1. A Bachelor's or Master Degree education in the area of Administration will be considered as an asset, or alternatively, post-secondary studies supported by a diploma from a recognized Secretarial Institute or equivalent.
2. Experience:

• Professional experience with an Embassy or an International Organization would be an advantage

• Knowledge of a third language. (preferably French)

• Experience in managing virtual and physical files

Conditions:

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.

Working hours: 37,5 hours/week – Monday to Friday

Place of employment: EU Delegation, Av Nicolás Penson 85A, Sector Gazcue, Santo Domingo, Dominican Republic

Category: Local agent (group 3 in the EU system) – Secretary

Basic salary: $73,795.00 to $133,211.00 DOP per month (bruto) depending of the years of experience and promotions.

Extra-legal benefices:

• Provident fund in Euros (contributions : 5% Employer – 5% Employee)
• Complementary medical insurance (contributions: 3.22 % Employer – 1.37% Employee)
• Month 13
• 24 paid leave days as from the first year

How to apply

Please send your application and supporting documents to eeasjobs-120@eeas.europa.eu with the reference Vacancy LA 3 – Cooperation Secretary.

The package should include a cover letter, a detailed CV.

The Delegation will not supply additional information or discuss the selection procedure by telephone: please address any queries concerning this procedure to eeasjobs-120@eeas.europa.eu

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 may include an interview if necessary – 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 deadline for applications is: 31/08/2024- 16:30