Team Assistant to the EUSR for the Gulf
A. Essential Requirements
Citizenship – Citizen of a Member State of the European Union (EU) and enjoying full rights as a citizen.
Ability to communicate effectively in English – The candidates must be fullyfluentin written and oral English. Working knowledge in French and other languages is an asset.
Education – Successful completion of Secondary Education attested by a diploma OR a qualification in the National Qualifications Framework which is equivalent to level 4 in the European Qualifications Framework. A qualification of the first cycle under the framework of qualifications of the European Higher Education Area, e.g. Bachelor’s Degree, preferably in Administration, is desirable.
Professional experience – Relevant professional experience in the field of administration, after having fulfilled the education requirements, preferably in EU institutions or EU CSDP missions.
Computer Skills – Ability to operate Windows, including MS Office (Outlook, Excel, Word, PowerPoint, Access); experience with EEAS/Commission internal IT systems would be an asset.
Excellent organisational skills and ability to prioritise tasks.
Ability to work in a proactive and autonomous way with sound judgement, discretion and confidentiality.
Excellent interpersonal and communication skills.
Ability to establish and maintain effective work relations in a multicultural environment.
Flexibility and ability to deliver results under stress.
B. Essential Documents and Requirements for the Selected Candidates
Personnel Security Clearance – To have, or, if selected, be ready to obtain a national security clearance at “EU SECRET” level or equivalent.
C. Job Description
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Overall purpose
The Team Assistant is a locally recruited person based in Brussels. S/he will act as the team assistant for the European Union Special Representative (EUSR) and is part of the EUSR's team.
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Main tasks and responsibilities
The roles, responsibilities, and tasks of the Team Assistant include the following:
- managing the schedule and planning of the EUSR, which includes tasks such as handling calls and correspondence, responding to general inquiries and managing the e-mail exchanges and calendar;
- assisting the EUSR team members in fulfilling administrative tasks;
- managing functional mailboxes;
- receiving and routing incoming correspondence, finalising and transmitting outgoing correspondence respecting the given timelines and formats, preparing/copying documents (including lay-out/formatting) for transmission in Ares;
- organising meetings, including booking of rooms, catering, security accreditation, and accompanying external visitors in accordance with the security regulations;
- establishing and maintaining updated lists of contacts of/for the EUSR’s team as well as tables, organigrams and other relevant documents;
- document management: filing and storing of incoming and outgoing correspondence and documents, including setting up a systematic archive (IT and hard copy) for reports and correspondence, and assignment of correspondence;
- handling mission preparations, including travel, accommodation, and visas for the EUSR and his team;
- coordinating holidays, leave and absence records and similar personnel administration formalities;
- assisting the Financial and Administrative Officer (i.e. with travel claims from missions);
- maintaining close contact with EEAS support services and other relevant actors on office-related administrative issues (i.e. office equipment, furniture, telephones, computers, and IT connections);
- assisting and performing any other tasks relevant to the mandate of the EUSR as requested by the EUSR.
D. Additional Information on the Selection Process
Deadline for applications – the deadline for applications is 21 November 2022, 12:00 Brussels time. Applications submitted after the deadline will not be considered.
Application Form – Applications will be considered only when using the standard Application Form (Annex II).
Selection process – The selection procedure will take place immediately after the expiry of the deadline for submitting the applications. The candidates considered to be most suitable will be shortlisted and interviewed by phone or videoconference, before the final selection is made. Applicants who are available to start immediately should clearly mention that in their application form. Applicants with a notice period should also clearly mention the notice period they need to give their current employer before they could join this team.
Interviews may be scheduled in the second part of November.
Information on the Outcome – Candidates will be informed about the outcome of the selection process after its completion.
