Secretary EUSR

European Union Special Representative for SAHEL

Brussels, Belgium

Terms of Reference: Secretary of the European Union Special Representative for SAHEL 

The Secretary is a locally recruited person with duty station in Brussels. He/she acts as personal assistant to the EUSR and is a central part of the EUSR's team. The team in Brussels will consist of the EUSR for SAHEL, 4 Political Advisors (1 in Region and 3 in Brussels), a Finance & Administrative Officer and the Secretary.

ROLES, RESPONSIBILITIES AND TASKS:

The roles, responsibilities and tasks of the Secretary in the team include the following:

• acting as personal assistant to the EUSR;
• acting as a focal point in the EUSR office in Brussels for incoming calls and correspondence;
• assisting in correspondence and contracts relating to appointments and preparation of missions and meetings;
• keeping of planning calendar of the EUSR and his team;
• mission preparations including the reservation of tickets and hotel and obtaining visas for the EUSR and his team;
• establish and maintain an updated list of contacts of the EUSR team;
• filing and storing of documents, including setting up a systematic archive (IT and hard copy) for reports and correspondence;
• communication with the EEAS and other relevant actors on office related administrative issues such as office equipment, furniture, telephones, computers and IT connections;
• assist and support the EUSR team members in fulfilling administrative tasks;
• assist the Financial & Administrative Officer (i.e. with travel claims and costings for missions);
• set-up and organisation of multiple meetings;
• any other tasks to fulfil the mandate of the EUSR as requested by the EUSR.

MINIMUM REQUIREMENTS:

• Secondary education diploma, preferably with a Bachelor or equivalent University degree in Administration;
• To have a minimum of 5 years of relevant professional experience, (within the EU institutions would be an advantage);
• Excellent skills in MS Office (Excel, Word, Power Point);
• Excellent skills in English and French;
• Establish and maintain effective work relations in a multicultural environment;
• Excellent interpersonal and communication skills;
• Special interest in and knowledge of African issues would be an asset.

TERMS AND CONDITIONS:

• Only those candidates who meet the eligibility criteria will be considered;
• This is a full time position;
• An initial contract under the Belgium law is offered until 28th February 2014 with a possibility of renewal;
• If employed, the employee is required to present/acquire a valid certificate with the necessary level of security clearance from the country of permanent residency;
• The EUSR for SAHEL is based in Brussels;
• Starting date as soon as possible;
• Competitive salary package according to experience.

PROCEDURE:

The deadline for applications is Friday 3rd May 2013. 

Applications will be acknowledged as received and a shortlist of candidates selected for interview will be notified separately by email. 

All applicants must complete the application form (accompanying cv's may also be attached). 

No late applications will be considered. 
Interviews will take place in Brussels and the EUSR will be responsible for the final selection and notify the candidate selected. .

APPLICATIONS:

The application form is available at the following link: http://www.eeas.europa.eu/jobs/.

E-mail address to send job application form only is: 
EUSR-SAHEL@eeas.europa.eu

Please do not send recommendation letters at this stage. Only shortlisted candidates will be asked to provide such letters. 

Please do not contact the EEAS as only those shortlisted will be contacted.