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 Jamaica (Kingston) 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 Jamaican 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 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 the Administration Section, providing support, expertise and assistance in mainly administrative issues.
The following main tasks and duties are currently required:
- register incoming and outgoing mail of the Administration Section into Ares and ensure follow-up
- undertake all correspondence of the Head of Administration and when necessary of other agents. Carry out general office work of secretarial nature. Arranging the appointments within and outside the Delegation, filing of all copies of correspondence
- maintain the coordination with the unit’s secretariat on administrative matter; assist with the preparation of and making addendums to housing lease and employment contracts
- relations with Ministry of Foreign Affairs and Foreign Trade and Protocol: prepare purchase orders and request GCT exemptions, arrange for the diplomatic clearance of goods imported in consultation with the Ministry of Foreign Affairs, Tax Office and Customs department. Assist with the purchase/importation/sale of motor vehicles belonging to the Delegation, officials and contract agents in consultation with the Ministry of Foreign Affairs, Tax Office and Customs department
- planning and dispatching of drivers' schedule through the HR HUB application; monitor and maintain official vehicles of the Delegation to ensure repairs and general servicing; monitor and ensure that the fitness, insurance and vehicle license certificates are current
- co-ordination of welcome package for newly arriving expatriate staff; procure and monitor office stationery and distribute supplies to members of staff. Assist with arranging for transport and hotel accommodation for visiting officials on mission to Jamaica
- co-ordination of meeting room; contact contractors for the repair of broken down equipment/amenities.
The base salary will depend on relevant and verified employment experience, typically starting from 210,755.00 JMD (gross). 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 July 2024.
Minimum requirements / eligibility criteria (necessary for the application to be considered)
· Professional qualification as secretary / administrative assistant or high school diploma
· Minimum 3 years of working experience as secretary / administrative assistant
· Excellent knowledge of English (C2)
· Right to reside and work in Jamaica
Assets / selection criteria (basis for awarding points to select the best applicant)
· High school or university diploma with specialisation in administrative assistance / secretariat or other relevant fields
· More than 3 years of working experience as secretary / administrative assistant
· Computer skills: excellent command of Outlook
· Knowledge of other EU languages, especially French
