Administrative Assistant / Secretary – Foreign Policy Instruments
(Please see the end of the page for PDF of the job description and details of how to apply)
Context
The core business of the European Commission’s Service for Foreign Policy Instruments (FPI) is to put EU foreign policy into action – fast and flexibly – in a policy-driven approach. The Service deals with the regulatory and financial aspects of EU foreign policy. It acts as first responder to foreign policy needs and opportunities, focusing on conflict prevention and peace as well as on leveraging the EU’s influence in the world. It also supports initiatives on global, trans-regional and emerging threats and the Service performs the role of administrator and perform the financial tasks of the European Peace Facility in relation to assistance measures with military and defence implications.
This vacancy is for a post within the FPI Regional Team – Asia & Pacific, which operates from the EU Delegation to Thailand, in Bangkok. The Regional Team was established in 2017 and consists of 15 staff, divided in two operational teams and a finance and contracts cell. Under the authority of the Head of Section/Head of the Regional Team (HoRT), the administrative assistant / secretary position provides support to the whole team and is also contributing to horizontal matters under the supervision of the Team Leader for Stability & Peace and horizontal matters.
The Regional Team collaborates with EU Delegations and relevant actors in the Asia-Pacific region, with FPI Headquarters and other services in Brussels, to conceptualise, elaborate and implement international cooperation actions funded under the Partnership Instrument (PI), Instrument contributing to Stability and Peace (IcSP) and Neighbourhood, Development, International Cooperation Instrument (NDICI) – Global Europe.
Further details on the job framework, on the job content and on the job requirements are given below.
JOB PROFILE
JOB CONTENT
OVERALL PURPOSE
Within the section Foreign Policy Instruments (FPI) – Regional Team for Asia & Pacific, he/she will provide administrative and secretarial support in the achievement of the objectives of the Neighbourhood, Development, International Cooperation Instrument (NDICI), Partnership Instrument (PI) and the Instrument contributing to Stability and Peace (IcSP).
The work will involve contacts with FPI at Headquarters, the European Commission line Directorates General (DGs), the European External Action Service, the EU Delegations in the region, the EU Member States representations and other relevant partners.
FUNCTION AND DUTIES
Operational and administrative support
- Provide general administrative support to the Regional Team (HoRT, operational teams and finance & contracts cell);
- Provide support for the organisation of numerous missions of members of the FPI Regional Team;
- Provide support related to the organisation of congresses, conferences and seminars;
- Provide support to the organisation of meetings (including regular videoconferences) with internal / external stakeholders;
- Provide administrative support in the organisation of trainings;
- Provide support for the organisation of missions from HQs or experts' missions;
- Support the Head of Section in his supervision & coordination role; ensure proper coordination, communication and flow of information between the team members;
- Support the Team Leader for Stability & Peace and horizontal matters in his coordination role on internal control standards, joint IT tools (ARES, OPSYS), filing/archiving, the team’s contribution to requests and tasks at the level of the Delegations and HQ;
- Contribute to the drafting of documents (minutes of section meetings, correspondence, etc.);
- Support communication and visibility.
Information and document management
- Process, create, keep up to date/retrieve dossiers and archive documents and data in the appropriate files or databases;
- Organise and prepare briefing files for meetings and conferences;
- Ensure incoming mails are attributed and followed-up and deadlines are respected.
JOB REQUIREMENTS
EXPERIENCE
- He/she must have at least 2 years of working experience of related administrative / secretarial work in a diplomatic mission, international organisation, public administration / government or in the private sector.
KNOWLEDGE
Office administration
- Knowledge of standard principles and procedures relating to administrative support and logistics;
- Computer literacy (thorough knowledge of commonly used programmes such as Word, Excel, MS Project, PowerPoint, etc.);
- Prior knowledge of the administrative rules and procedures of the Commission is considered an asset.
LANGUAGES
- Excellent command of English is an essential requirement (written and spoken);
- Command of Thai is considered an asset;
- Knowledge of another EU language is considered an asset.
COMPETENCES
Analysis and problem solving
- Inquiring mind;
- Capacity to analyse and structure information.
Communicating
- Ability to understand and be understood;
- Drafting skills;
- Networking skills.
Delivering Quality and Results
- Capacity to act upon problems;
- Ability to work in a proactive and autonomous way;
- Quality & process management abilities.
Prioritising and Organising
- Capacity to deliver in a structured way;
- Planning capacity.
Resilience
- Capacity to work under pressure.
Working with Others
- Ability to work in a team.
How to apply
Interested candidates should send their CV (using the provided template below) and a cover letter to the following email: delegation-thailand-jobs@eeas.europa.eu
Note: In the Job Reference Number field in the CV template, please put "Administrative Assistant/Secretary - Foreign Policy Instruments".
The deadline for applications is 14 January 2022 16:00H
Only shortlisted candidates will be contacted.