PERMANENT DELEGATION OF THE EU TO THE UN IN GENEVA

Office Support Agent/Assistant

Sections:  Head of Delegation (Communications)/ Humanitarian and Migration

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.

We offer:

A post of ‘Office support agent/Assistant’ to the Humanitarian and Migration section (50%)  and Communication Team (50%). Under this post, the recruited person will be attributed functions depending on the needs of the Delegation. The successful candidate will serve as technical and support staff for the work of the Delegation under the overall authority of the Deputy Head of Delegation, with daily tasks performed under the guidance of the responsible teams of the Delegation (communication team and humanitarian/migration section).

Tasks include:

1. Head of Delegation section - Communication team (50%):

Event management:

• Organise logistical arrangements of events (technical set-up, finding adequate service providers, liaising with catering etc)
• Liaise with external partners on event arrangements (local authorities, UN, police, protocol services etc)
• Support the management of the PI budget (tenders, commitments, tracking expenses and bills in coordination with the administrative section)
• Design and send out flyers for events
• Provide technical support during events (photos, videos etc)
• Manage invitation lists
• Arrange logistics for EU VIP visits to Geneva

Communication :

• Upload EU statements, newsletters and articles on the website of the EU Delegation
• Design social media visuals and videos
• Arrange logistics for press events
• Provide support for communication campaigns
• Organise visits of student groups to the EU Delegation

2. Humanitarian and Migration Section (50%):

Organisation of events and visits

• Manage the logistical arrangements of events and meetings hosted by the H&M team (room bookings, technical set-up, managing invitations / flyers and RSVPs, seating arrangements and nameplates, catering when applicable, etc.)
• Support communication on such events (see above) and reporting (see hereunder)
• Organise the logistics of high-level headquarters visits managed by the H&M team   

Secretarial support to team members

• Sending the team’s formal reports, including checking the formatting and managing the mailing lists
• Support the team’s EU coordination tasks, including managing information sharing and formal consultation of EUMS through written procedures on joint statements / alignment, through uploads in the Agora or equivalent system
• Support with the team’s missions, including helping with an overview of the team’s mission budgets and planning, encoding mission authorisations, support with mission organisation as appropriate, reimbursement of mission expenses in MIPS
• Other secretarial support to the team as appropriate, including document filing (paper and electronic on the common drive), support with the planning of leave and absences, support with agenda management, business cards, signing up for event participation etc.

Job profile/requirements:

Diploma: at least high school diploma

Professional experience: Minimum of three years’ professional experience in related domains (international organisations or international environment)

Required working languages: Fluent English and French (min C1 level)

Other skills:

• Capacity of organizing and coordinating meetings and organizational skills
• Excellent level of computer skills (Word/Excel/Power Point, Outlook)
• Sociable, reliable, efficient, flexible, able to prioritise and take initiatives
• Discretion and confidentiality regarding information communicated in the office
• Flexibility, capacity of work under pressure
• Right to reside and work in Switzerland

How to apply

Please submit your application, consisting of:

• a cover letter ,
• Europass format CV no later than 18:00 on 28/04/2023

Only complete applications received on time will be considered.

Please address your candidature:

By E-mail        delegation-geneva-application@eeas.europa.eu

The process

After the deadline for applications, the eligible applications will be admitted to the selection committee set up for this purpose.  The selection committee will evaluate the files and shortlist candidates for a written test followed by an oral interview.

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

All questions concerning this procedure must be addressed in writing to the functional box

delegation-geneva-application@eeas.europa.eu

Only candidates selected for an interview will be contacted.

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