Professional Assistant Secretariat of the Union for the Mediterranean

Barcelona, Spain

Reports to: Secretary General/Director of Cabinet
Division: Cabinet

SUMMARY

To provide secretarial and administrative support to the Secretariat.

PRIMARY RESPONSIBILITIES

• Screening telephone calls, enquiries and requests, and handling them as appropriate;
• Meeting and greeting visitors at all levels of seniority;
• Organizing and maintaining diaries and making appointments;
• Dealing with incoming email, faxes and post, often deal with the correspondence on behalf of their line manager;
• Taking dictation and minutes;
• Carrying out background research and presenting findings;
• Producing documents, i.e. verbal notes, briefing papers, reports and presentations, etc.;
• Attending meetings and ensuring the line manager is well-prepared for meetings;
• Events organization and procurement for support services including interaction with partners for logistical support;
• Liaising with other UfMS staff, ministries and high-level official institutions;
• Devising and maintaining office systems, including data management, filing, etc.;
• Arranging travel and accommodation and, occasionally, travelling with the line manager to take notes or dictation at meetings or to provide general assistance during presentations.

QUALIFICATIONS, SKILLS AND RELEVANT EXPERIENCE

Minimum requirements:

• Excellent typing skills;
• Excellent computer literacy, speed and accuracy essential;
• Excellent organizational skills incl. ability to prioritize, multi-task, and work effectively with minimal supervision;
• Excellent communication skills, both verbal and written;
• Professional telephone manner;
• Proven ability to work under pressure and to tight deadlines;
• Attention to detail and deadlines;
• Bright, confident personality;
• Well presented.

Desirable requirements:

• 3 years PA/secretarial experience at a senior level would be desirable;
• Degree level would be desirable;
• Experience in working within an international environment, ideally an international public organization and/or multinational private sector.

LANGUAGES

Minimum Requirements: Proficiency in Spanish and Arabic language is a must in reading, writing and speaking. Good command of English or French. 
Desirable: Knowledge of another language from UfM countries would be an asset.

Submission of applications:

Please read carefully the following information and send a complete application in English to the following address: hr@ufmsecretariat.org.

The complete application includes:

• A detailed curriculum vitae in English clearly elaborating educational and professional experience;
• A motivation letter in English including a clear mention of the profile applied for and full postal address

Please, do not send any supporting documents (i.e.: copies of your ID-card, educational certificates, evidence of previous professional experience etc.) with your application at this stage if not specified in the Vacancy Notice.

For more information, please refer to our website www.ufmsecretariat.org.

Submission Date:

Complete applications must be submitted by January 4th, 2013 (midnight, European time, GMT+1).