Vacancy - Secretary
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 Republic of Namibia 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 Namibian government in areas that are part of the EU’s remit.
We offer
The post of Secretary (Local Agent Job Profile of Secretary, Group III in the Delegation’s Partnerships Section for an indefinite duration. The team consists of 10 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 Partnerships Section, providing support, expertise and assistance in secretarial tasks for the Partnerships Section.
Following main tasks and duties are currently required:
OPERATIONAL and ADMINISTRATIVE SUPPORT and RESOURCES - Administrative and personnel management support
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Management and organisation of the front office of the Cooperation /Partnerships section.
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Draft correspondence, notes and meeting minutes for the Cooperation /Partnerships section.
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Support the section/ Delegation in the preparation of reports and other vital correspondence.
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Receive, register, attribute and file incoming and outgoing correspondence in the Document Management System (ARES)
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Act as deputy Document Management Officer.
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Organise correspondence with stakeholders and contractors, assuring coordination between the section and the Member States or other parties.
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Ensure efficient update of the databases of the Cooperation /Partnerships Section.
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Maintaining and updating the filing system for the financial and contractual components of project files; Archiving and manage the section’s documents in line with established procedures; Preparing physical files and signatories as necessary;
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Providing secretarial and document-management support on procurement procedures (tenders and calls for proposals) and monitor related functional mailboxes;
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Draft and circulate minutes of section meetings
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Arrange security access for external visitors and escort them to and from reception in accordance with security procedures
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Replace the Assistant to the HoPPI and Head of Delegation during his/her absence (in cascade with the other Assistant)
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Undertake any other assignments that may be required by the Section, in view of the efficient functioning of the Delegation
LOGISTIC SUPPORT - Organisation of meetings, travel and social calendar
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Organise the logistics for missions (both for the section staff as well as incoming missions from HQ)
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Organise and support section meetings and official events, including boardroom bookings, video conference setup, driver arrangements and related logistical requirements.
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In the absence of her Assistant, maintain the agenda for the Head of Delegation (incl. organisation and preparation of meetings, arranging appointments, collecting information, preparing files and briefings)
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Schedule appointments for the Head of Cooperation Section and the other team members and assist in organising receptions and other events.
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Receive visitors for events organised by the Section and assist in logistics as necessary
LOGISTIC SUPPORT - Management of telephone calls
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Handle incoming and / or outgoing calls for the Head of Cooperation Section and the other team members
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Provide internal and / or external information related to EU matters.
The base salary will depend on relevant and verified employment experience, typically starting from NAD 24,458 (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 as soon as possible.
Minimum requirements / eligibility criteria (necessary for the application to be considered)
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Minimum of upper secondary education diploma or equivalent;
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Minimum of 2 years of experience in a similar position, preferably in an international environment. The professional experience must be acquired after the date on which the qualification allowing access to the post was obtained.
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Working knowledge (B2) of English
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Right to residence and work in Namibia;
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Medical fitness to carry out the tasks assigned.
Assets/selection criteria (basis for awarding points to select the best applicant)
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University Diploma or Degree; Job-related experience in an diplomatic mission or international organization or bank sector
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Working experience abroad
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Experience supporting a team
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Experience maintaining document management systems
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Knowledge of an additional EU official language.
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Data entry and administrative database maintenance
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Familiarity with EU-specific platforms and tools
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Videoconferencing and hybrid meeting management
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AI productivity tools
- Capacity to work in a multicultural team, showing good interpersonal skills;
- Good communication skills with both internal and external contacts;
- Sense of autonomy, organisation and initiative;
- Ability to prioritise and carry out tasks flawlessly, even when working under pressure or within tight deadlines, and to respond quickly to new demands;
High degree of loyalty and responsibility in dealing with EU-related information.
How to apply
The applicant must apply by sending the following documents:
- a cover letter, signed
- a Curriculum Vitæ (to include, at the minimum, exact job titles, employers names and detailed tasks descriptions) using one of the Europass templates available at:
- ID card or passport with residence permit for Namibia (if applicable)
- At least one professional reference letter
- Copy of diploma(s)
All documents must be sent to the following email address:
And mention in the email’ subject:: “ Ref: 112998 – Secretary “
no later than 12:00 local time 4th August 2026.
Caution: The applicant must verify that he/she fulfils all the conditions. For easy verification, the applicant must mark all the squares r relating to each document or application condition. The absence of one of these conditions or documents is a reason for the rejection of the application
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 best candidates will be invited to the final test.
Only candidates admitted to each successive selection phase will be contacted individually. 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.
The successful candidate will be subject to a medical check, background check, etc..
Candidates who wish to lodge a complaint regarding the recruitment process may submit a written communication to the functional mailbox to which they sent the initial application. Upon receipt, the Delegation will review the matter and, where appropriate, consult Headquarters before providing a response.
EQUAL OPPORTUNITIES:
The European Union is committed to an equal opportunities policy for all its employees and applicants for employment. As an employer, the EU is committed to promoting gender equality, preventing discrimination on any grounds and ensuring a zero tolerance approach to any form of harassment. It actively welcomes applications from all qualified candidates from diverse backgrounds. We aim at a service which is truly representative of society, where each staff member feels respected, is able to give their best and can develop their full potential.
If pre-selected, candidates with disabilities are invited to contact the Delegation (eeasjobs-161@eeas.europa.eu) in order to accommodate any special needs and provide assistance to ensure equality of opportunities with other candidates.
If a candidate with a disability is selected and recruited, the EEAS is committed to appropriate measures in order to accommodate his or her special needs to the working place or working conditions in accordance with Art 4 of the Decision ADMIN(2025)13 of the Director-General for Resource Management of the European External Action Service on providing reasonable accommodation for local staff with disabilities working in Union Delegations.
DATA PROTECTION NOTICE: