Secretary in the Administration Section (temporary contract until 31/12/2024): Selected candidate recruited

The European Union Delegation to Ukraine is looking for:

Secretary in the Administration Section (temporary contract until 31/12/2024).

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 Ukraine, Kyiv 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 Ukrainian government in areas that are part of the EU’s remit.

We offer

The post of a Secretary (Local Agent Group III) in the Delegation’s Administration Section. The team consists of 17 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 Administration Section, providing support, expertise and assistance as a Secretary.

Following main tasks and duties are currently required:

• to coordinate VIP visits
• to provide logistic assistance for major events organised by the Delegation
• to negotiate with hotels for corporate rates and long stay packages
• to support customs clearance of personal effects of EU staff
• organising meetings for the Head of Section /the  section, drafting minutes
• assisting the Head of Section in collecting and consolidating data for reports
•  managing other administrative or information gathering tasks related to the work of the section / market research
• assisting HoA with missions procedures (working in MIPS)
• leave/sick leave management for local staff, interns, JPDs (working in e-TIM)
• providing logistic support / organise events as required
• assisting with VIP visits from HQs
• arrangement of border crossing documents when required
• administrative procurement and respective contracts/services management,
• registering of in-coming mail and its assignment, filing (working in ARES)
• drafting notes, NVs, letters  and contractual correspondence
• secretarial support for the section as required: preparing files for signature, photocopying and scanning of documents, filing and managing archives
• occasional translation/interpretation
• fulfilling other tasks as designated by the Head of Administration

The base salary will depend on relevant and verified employment experience.  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 December 2023. 

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

• Completed Secondary education;
• At least 2 years of relevant experience;
• Fluent written and spoken English, native Ukrainian;
• Excel (advanced) – Word – Access;
• Right to residence and work in Ukraine. Non-Ukrainian candidate shall present work and residence permit for the duration of the contract;
• medical fitness to carry out the tasks assigned
• Knowledge of IT tools: Excel (advanced) – Word – Access

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

• Professional qualification in Accounting, Finance or Administration;
• Previous experience with an international organisation

KNOWLEDGE 

• Knowledge of EU financial procedures

How to apply

Please submit your application, consisting of a cover letter, Europass format CV https://europass.cedefop.europa.eu/  and a declaration on honor regarding the work rights and medical fitness (in English) via the Email: DELEGATION-UKRAINE-JOBS@eeas.europa.eu (Reference: Secretary job) no later than 15/11/2023. Only complete applications received on time via: DELEGATION-UKRAINE-JOBS@eeas.europa.eu will be considered.

The successful candidate will be subject to a [medical check, background check, etc whatever is relevant].

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 practical testing.

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 DELEGATION-UKRAINE-JOBS@eeas.europa.eu