Job Description

Posted on January 10, 2022

Job DescriptionPlease address any queries concerning this procedure to: Delegation-Zambia-Recruitment@eeas.europa.eu – The deadline for applications is 19/11/2021 at 17:00 hrsWe are:The European Union (EU) is an economic and political partnership between 28 European countries. It plays an important role in international affairs through diplomacy, trade, development aid and working with global organisations. Abroad, the EU is represented through more than 140 diplomatic representations, known also as EU Delegations, which have a similar function to those of an embassy.The EU Delegation to the Republic of Zambia and COMESA:Ensures the representation of the European Union to the Republic of Zambia and the Common Market for Eastern and Southern Africa (COMESA)Ensures the follow-up of bilateral relations in the areas of political, economic, trade and external assistance cooperation (financial and technical)Ensures the follow-up of EU policies in all sectorsPromotes and defends the values and interests of the EUCoordinates the work of the Member States’ Embassies, particularly in the fields of EU competences, notably trade and external assistanceEnsures the tasks of the EU Presidency and carries out CFSP demarches as appropriateReports back to Headquarters on all matters of interest for EU policiesCarries out press and public diplomacy activities in pursuit of the aboveEnsures the multi-annual programming of aid and the management of programmes and devolved projects within the framework of the external aid instruments of the EU Budget and the European Development Fund in line with the Communication “Increasing the impact of EU Development Policy: an Agenda for Change”.We offer:We offer a post of Secretary . Under this post, the recruited person will be attributed functions depending on the needs of the Delegation. Upon recruitment, the successful candidate will occupy a specific job function as Secretary – this job function may be changed in accordance with the needs of the Delegation. Under this job function the successful candidate will serve as technical and support staff to:Assistance in coordinating regular reporting to Brussels (Financial Forecasts, EAMRs and JAR). Assistance in the coordination with other CPs in Zambia, in particular under the WHIP coordination responsibility assumed by the DelegationAssistance in planning HQ or other missions involving the operations areaTaking up if necessary(in case of vacancies) some technical or administrative tasks in one of the operational sectionsFiling of EDF programming documents, main documents related to national and regional projects, maintaining the filing systemContribute to administrative quality checks on files for signatureRegistration of incoming and outgoing correspondenceType and dispatch correspondence including mail for diplomatic pouchDrafting minutes of meetings (notably monthly operational + F&C sections meetings)Receive and escort visitors from and to reception for security clearanceSchedule the Head of Cooperation’s appointments and arrange for meetingsManage information on missions, holidays, leave and absence recordsPhotocopying documents and binding of reportsAttend to any other assignment as and when required by the Head of Cooperation.under the supervision and responsibility of the relevant head of section.Working environment and conditions:Place of employment: Lusaka, ZambiaGroup: IIIStarting basic salary (gross): 18,372 ZMWTotal Working hours per week: 37.5We offer a competitive position in an international environment. Benefits, such as additional pension scheme, housing allowance and medical insurance, are offered to employees and their families under certain conditions.Selection Criteria:Minimum Requirements:Medically fit to perform the required dutiesEnjoys civil rights and permits for employment under local lawHas a satisfactory knowledge of EnglishEducation and training: Bachelor DegreeProfessional experience: 5 years secretarial experience in administrative managementDemonstrated good computer skills including experience with MS Office Suite, especially with Excel and WordThe following will be considered an asset:Experience in similar position with an International Organisation or Diplomatic mission.Knowledge of FrenchWe look for a candidate who is a self-starter, motivated, able to work under pressure, able to work alone with minimal supervision and in a team, respects deadlines, is committed to assure quality, speed and attention to details in performing duties, shows initiative and responsibility, able to deal with stress situations, is pro-active, flexible and discreet.The successful candidate should have:Solid administration/secretarial knowledgeMethod of ApplicationDescription of a selection procedure, for example evaluation of applications, interviews with shortlisted candidates, written tests, etc.The Delegation will not supply additional information or discuss the selection procedure by telephone: please address any queries concerning this procedure to functional mailbox highlighted below.