The post of Secretary (Local Agent Group 3) in the 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 Section, providing support, expertise and assistance in administrative support.
Following main tasks and duties are currently required:
- To support the Head of the Cooperation Section as regards agenda, correspondence, telephone communication for the Section, handling general secretarial and administrative requests
- Organise appointments and meetings for the Head of Section and for the other officers of the Section as required
- Organise in-coming and out-going mail, including electronic registration in ARES and filing in relevant systems
- To work on other internal IT system as requested
- To take and transcribe notes, letters and minutes
- To translate written documents and relevant articles from daily newspapers as may be required
- To maintain and organise filing system for the Section, assuring easy retrieval of pertinent documents and registration of documents.
- To ensure management and monitoring of contact lists, agendas and deadlines for the Section
- To assist with the administration of the Section’s leave and work plan, other absences, and missions related to personnel management
- To ensure efficient organisation of meetings and taking minutes when requested
- To back up other administrative assistants in their absence
- To undertake any other assignments that may be required, in view of the efficient functioning of the Delegation
The base salary will depend on relevant and verified employment experience, typically starting from USD 968. There is a competitive benefits package, subject to certain conditions, including personal leave days and public holidays, health insurances and a retirement savings plan.
The expected start date will be 1/04/2024.
Minimum requirements / eligibility criteria (necessary for the application to be considered)
- Minimum of completed secondary level education;
- Minimum of 3 years of experience in secretarial/administrative support;
- Native level command of Tetum and good working knowledge (minimum B2 oral and written) of English and Portuguese;
- Excellent knowledge of computer applications: Excel, MS Office software, Word, PowerPoint, scheduling and communication, including platforms for online meetings;
- Right to residence and work in Timor Leste;
- Good standing as citizen/resident;
Assets / selection criteria (basis for awarding points to select the best applicant)
- Bachelor degree
- Communication experience;
- C1 level in English: oral and written expression;
- Ability to work as a team member with good inter-personal skills and to work in a multicultural environment;
- Self- motivated, proactive, with sense of respect for deadlines and ability to perform well under pressure;
- Previous work experience in a diplomatic mission or international organization as secretary/ administrative staff.
How to apply
Please submit your application, consisting of a cover letter and Europass format CV (to be created on https://europa.eu/europass/en/create-europass-cv) to [email protected] (Reference Post 114023) no later than 29/02/2024. Only complete applications received on time via to [email protected] will be considered.
The successful candidate will be subject to a medical check and background check.
