Secretary in the Administration 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 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 Russian Federation, Moscow 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 Russian 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 9 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 secretarial duties.

Following main tasks and duties are currently required:

• Assistance/Secretariat of the Head of the Human Resources Sector
• Registration and distribution of all incoming mail in the EU electronic system (Ares)
• Management of ABAC Invoice (Data Entry Agent)
• Car Management Coordinator (via e-Drivers), supervision of drivers' overtime and related registration, management of cars' log-books, supervision of petrol needs
• Management of representation budget and social events (notably in collaboration with the Head of Delegation social Secretary)
• Management of the Head of Delegation and Deputy Head of Delegation's domestic helper's contracts (including monthly reimbursement requests as well as monitoring of social contributions and income tax payment)
• Issue of any required document for Consular, Protocol and Customs matters (registration of expatriates, residence permits, diplomatic cards, service cars registration procedures, import-export of personnel household and cars, drivers' license, etc)
• Liaison with the Ministry of Foreign Affairs, any other appropriate Russian Ministry or Customs administration and others (including diplomatic police)
• Contact point with hotels for negotiations on corporate rates and subsequent contract
• Deputy Training Manager for the management of trainings, supervision of staff members' awareness on career development and training
• Management of the language courses contract, and liaison with the schools
• Management of medical supplies, if any, and contract(s) with clinics
• Issue of administrative notes for staff ("to whom it may concern" notes for address, bank, and any other administrative personnel-related matters)
• Printing and preparation of welcome letter and welcome package to all expat newcomers
• Electronic and paper filing of human resources concerned documents (including management of related archives)      
• Operational Initiating Agent for any above-related matters and preparation of related payment files.

The base salary will depend on relevant and verified employment experience, typically starting from 101,892 RUB/month, payable in 13 monthly instalments a 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 May 2023. 

Minimum requirements / eligibility criteria

• CPS qualification or related secretarial qualifications;
• A minimum of 2 years working experience in an Administrative and/or Secretarial capacity;
• Ability to understand, read, speak and write in English;
• MS Office and internet, ability to perform administrative tasks on social media websites;
• Right to residence and work in the Russian Federation
• Medical fitness to carry out the tasks assigned

Assets / selection criteria

• A first degree (e.g. Bachelor’s degree) would be an asset.
• Experience in an International Organization, direct media, communications, or publicity
• Excellent command of written and oral English. Knowledge of other European Union languages is an asset.
• Knowledge of EC and/or EEAS internal applications, such as Ares or Sysper2

How to apply

Please submit your application, consisting of a cover letter, CV via e-mail DELEGATION-RUSSIA-HOA@eeas.europa.eu (Reference LA 03/2022) no later than 28/02/2023. Only complete applications received on time via DELEGATION-RUSSIA-HOA@eeas.europa.eu will be considered.

The signature of the employment contract will be contingent upon the successful completion of a fit-for-work medical examination.

The process

After the deadline for applications, the eligible applications will be evaluated by the selection committee.

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 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.