Vacancy: Secretary/Protocol in the Administration Section

We are

The European Union (EU) is an economic and political union 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 Mozambique works in close coordination with the Embassies and Consulates of 11 EU Member States with offices in Maputo. We are a fully accredited diplomatic mission representing the European Union in its relations with the Mozambican government and non-government actors on matters that fall within the EU’s responsibilities.

We offer

The post of Secretary/Protocol in the Administration Section of the EU Delegation to Mozambique for a two-year renewable contract. 

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 work in a multicultural environment and serve under the supervision and responsibility of the Head of Administration, providing support to the Delegation, notably within the areas of Protocol, Administration and Logistics. Following main tasks and duties are currently required: 

Protocol and Logistics functions

• Manage all Protocol related issued
• Coordinate all Diplomatic cards and Visa processes/renewal, immigration, CD plates, local driving licenses, exemptions for EU staff, etc
• Book temporary accommodation
• Coordinate logistics and Protocol Relations at the occasion of EU official visits to the country
• Provide support for Delegation events, meetings, seminars, appointments and missions, management
• Management of all dispatches and couriers

Administrative Functions

• Provide general administrative support such as:
  • Secretarial duties within the Admin Section (drafting/handling/dissemination of correspondence, minutes and working documents)
  • Keeping agendas up-to-date and monitoring,
  • Registration of documents and follow up
  • General assistance to Head of Administration and the section as required
• Responsible for the files office stock (ordering office supplies including stationary) and representation material
• Fill-in and control petrol requisitions
• Follow-up deliveries and invoices reception and forward them to the request initiating agent for “certified conform”,
• Liaise with the Delegation Travel Agent(s) for booking mission tickets, hotels, etc and prepare files for accounts.
• Management of car fleet and drivers in close collaboration with the receptionist,
• Supervising drivers' overtime
• Regularly check the logbook of vehicles and endure their proper use as per the policy of the institution
• Responsible for all records/files related to the job
• Act as a backup for the logistics and admin-assistant in the section,
• Any other task as requested by the Head of Delegation or his delegate according to the needs of the service.

Personal Skills

• Capacity to work in a multicultural team, team player, showing good interpersonal skills.
• Good communication skills with both internal and external contacts.
• High degree of confidentiality, accuracy and responsibility when dealing with EU-related information.
• Methodical, rigorous and autonomous mindset.
• Ability to work with limited supervision, to prioritize and carry out tasks flawlessly, even when working under pressure, and to respond quickly to new demands.
• Committed to assure quality, speed and accuracy; Detail oriented; Respect of deadlines.

Specific physical requirements: General good health, long-hours sitting.

Compulsory minimum requirements 

• Bachelor degree or equivalent.
• Minimum 5 years of work experience in a similar position.
• Excellent command of English and Portuguese both written and spoken. Thorough knowledge of secretarial and clerical tasks.
• High level of computer literacy: computer tools, spreadsheets, MS Office applications and Internet.

Assets (Selection criteria: basis for awarding points to select the best applicant)

• Business administration studies / Graduated from a higher secretarial college
• Professional experience among an international organization / Experience in diplomatic mission
• Working knowledge of another EU official knowledge, particularly French.
• Knowledge of SAP systems, Documents registration and archiving systems 

Personal skills

• Strong analytical skills / Policy analysis
• Ability to work independently, rigor in following rules and procedures, respect for deadlines

How to apply

The applicant must apply by sending: 

• 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: https://europass.europa.eu/en 
• Photocopy of the criminal record certificate and photocopy of the academic qualifications certificate/diploma.

All documents to the following email address: eeasjobs-185@eeas.europa.eu

Deadline for applications: by 5pm on 17/04/2026.

And mention in the email subject:“Ref: 157605 – JOB TITLE: Secretary/Protocol”

Selection Criteria

After the application deadline, submissions will be reviewed by a Selection Committee established for this purpose.

Depending on the number of applications received, the successive stages of the selection process may include pre-selection based on the evaluation of the cover letter and CV, practical tests, and interviews.

The best candidates will be invited to the final stage.

Selected candidates will be required to undergo medical examinations to assess their physical fitness.

Only complete applications received within the deadline and through the indicated channel will be considered.

During the selection process, candidates must not contact any member of the Selection Committee.