Deadline: 13 October 2023 at 23:59.
We are
The European Union (EU) is an economic and political union of 27 European countries. It plays an important role in international affairs through diplomacy, trade, cooperation and working with global organisations. Abroad, the EU is represented through more than 140 diplomatic representations, also known as EU Delegations, which have a similar function to those of an embassy.
The EU Delegation to the Kingdom of Lesotho works in close coordination with the Embassies and Consulates of the 27 EU Member States. We are a fully-fledged diplomatic mission and represent the European Union in dealings with the Government of Lesotho in areas that are part of the EU’s remit.
We offer
The post of Secretary (Local Agent Group 3) in the Delegation’s Cooperation Section. The team consists of 11 people and there are occasional atypical working hours.
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 serve under the supervision and responsibility of the Head of Cooperation, providing support, expertise and assistance in secretarial support.
Following main tasks and duties are currently required:
- Provide secretarial support to the staff of the Cooperation Section of the Delegation under the supervision of the Head of Cooperation, including, but not limited to: appointments and meetings management (documents, arranging and booking of conference rooms, refreshments, etc.), receiving official visitors, screening incoming calls and placing outgoing calls, mail distribution, preparation of mission orders;
- Provide on an ad-hoc basis secretarial support to other sections of the Delegation;
- Registration of incoming and outgoing mail in the EU document management system, preparation (formatting) and dispatch of all different types of correspondence;
- Register and maintain workflow for all section transactions (e.g. invoices, contracts, riders, closures, tenders, calls for proposals) in the relevant EU IT platforms (OPSYS, CRIS, ARES etc.);
- Project-related and general filing of all correspondence in the section including maintaining the archives of the section;
- Scanning and uploading of invoices, contracts, riders, recovery orders and supporting documents in the EU IT platforms (OPSYS, CRIS and ARES);
- Management of the section’s functional mailboxes;
- Update of contact database in MS Outlook on a regular basis;
- Taking minutes during internal section meetings;
- Contribute to the Delegation’s external communication activities;
- Assisting in the preparation and finalising of the Delegation’s major events i.e. (9th May Europe Day celebrations).
- Preparation of mission programmes for visiting officials from headquarters;
- Liaison with relevant project implementing agencies, government, NGOs and other donors;
- All duties that involve Protocol.
The base salary will depend on relevant and verified employment experience, typically starting from LSL 15,944.00. There is a competitive benefits package, subject to certain conditions, including personal leave days and public holidays, health insurances and a provident savings plan.
The expected start date will be 6 November 2023.
Minimum requirements / eligibility criteria (necessary for the application to be considered)
- Minimum High School, formal secretarial training;
- A minimum of 3 years of relevant experience, of which at least one year of secretarial experience in an international environment;
- Excellent knowledge of English (written and spoken);
- Communication skills and the ability to communicate clearly and concisely, orally and in writing;
- Full computer literacy (Excel, Word, PowerPoint, MS Outlook).
Assets / selection criteria (basis for awarding points to select the best applicant)
- Further education (e.g. in administration, languages, international relations) will be considered an advantage;
- Further experience/training (e.g. in project cycle management, financial procedures, IT, archiving);
- Experience/knowledge of European Union cooperation with Lesotho;
- Management skills, ability to prioritise, plan, and structure;
- Ability to work in a team and willingness to learn;
- Accuracy and attention to details;
- Knowledge of specific EU IT platforms will be considered an advantage.
How to apply
Please submit your application via the secure online form provided below, no later than 13 October 2023 at 23:59. Please do not send any CV, all the information required can be submitted through the form. Only complete applications received on time via the below form will be considered.
https://ec.europa.eu/eusurvey/runner/5902c33b-a619-9759-07a9-6744652a60d5
The successful candidate will be subject to a medical examination.
The process
After the deadline for applications, the eligible applications will be admitted to the selection by the Committee set up for this purpose.
Depending on the number of applications received, successive phases of selection may include shortlisting of candidates based on the assessment of the information provided in the application form, practical testing, and interviews. At least 3 candidates will be invited to the final interview.
Only candidates admitted to each successive selection phase will be contacted individually. The Delegation will use the same means of publication as for this job advertisement to inform the remaining candidates once the recruitment procedure has been completed and that a candidate has (or has not) been recruited.
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.