NOW CLOSED: Secretary in the Finance, Contracts and Audit 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. 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 Delegation of the EU for the Pacific 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 governments in the Pacific region in areas that are part of the EU’s remit.

We offer

The post of Secretary (Local Agent Group 3) in the Delegation’s Finance, Contracts and Audit Section. The team consists of 11 people, and the Delegation's size is +/- 60 staff (gender balanced team) 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 Finance, Contracts and Audit, providing support, expertise and assistance in general administrative and secretarial tasks.

Following main tasks and duties are currently required:

• Overall organizational and administrative assistance to the Head of Finance, Contracts and Audit and the Section;
• Document management, including registration of incoming and outgoing correspondence (letters, notes, e-mail), archiving and e-filing, taking of minutes of meetings;
• Preparation and liquidation of missions, including travel and accommodation arrangements;
• Back-up for other section secretaries;
• Any other ad-hoc tasks assigned by the Head of Finance, Contracts and Audit Section.

The base salary will depend on relevant and verified employment experience, typically starting from                           FJD 2,104 per month.  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 soon. 

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

• Minimum of a tertiary qualification (Diploma) in Secretarial, Office Administration or equivalent

• Minimum of 2 years of relevant experience
• Working knowledge  (C2) of English
• Right to residence and work in Fiji
• Excellent computer skills (MS Office suite: in particular Word, Excel, Outlook)
• Medically fit to perform the required duties
• A clean police record and should be able to produce a clearance report when requested

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

• Strong sense of initiative and responsibility
• Excellent time management, and interpersonal skills; capacity of organizing and coordinating meetings and agendas
• Professional experience related to  archiving or document management experience or training
• Team work fluency, high flexibility, and capacity to work under pressure
• Experience in working in an international organisation, an advantage
• Knowledge of other European language, in particular French, an advantage
• Practical experience with Webex and/or Zoom IT applications, an advantage
• Additional qualification in accounting or financial matters, an advantage.

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, interviews and possibly practical testing. At least 5 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 on:   Delegation-Fiji-Vacancies@eeas.europa.eu .

The deadline for applications is: Wednesday 27/09/2023 at 5pm (Fiji time).