The European Union Delegation to Chile is looking for:

Cooperation Section Secretary

The European Union Delegation to Chile, in Santiago is looking for:

A Local Agent, Secretary, in the Cooperation Section

We are

The European Union (EU) is an economic and political partnership between 27 European countries. It plays an important role in international affairs through diplomacy, trade, development aid and working with global organizations. 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 Chile 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 Chilean government in areas that are part of the EU’s remit.

We offer

A fixed one-year contract with the possibility of becoming indefinite for the post of Secretary (Local Agent Group 3) in the Delegation’s Cooperation Section. The team consists of six 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 secretarial support to the Cooperation Section.

Following main tasks and duties are currently required:

• Organise the agenda of the team and prepare the relevant material for meetings with internal / external stakeholders;
• Preparing correspondence in English and Spanish for partners, HQ, etc.;
• Provide secretarial support on the correct organisation and implementation of procedural circuits for the approval of documents/transactions related to cooperation projects;
• Support activities for the organisation of high level visits, missions from HQs or experts', workshops, conferences, or other events;
• Supervise and ensure incoming mail is attributed and followed-up and deadlines are respected;
• Responsibility for the general organization of section’s files (paper and electronic) and for the archives of the section; to assure support to the section projects;
• Prepare replies to requests for information from the hierarchy and other services within and outside the Delegation;
• Organising missions for the section's staff, ticket booking, registration and justification of the mission in dedicated database; providing support for the organization of missions from HQs or experts' missions;
• Organising and timetabling meetings for the Cooperation staff in the section, preparing files for such meetings, and keeping the planning and agenda of the section. Organization of meetings with internal / external stakeholders;
• Being back-up for secretarial support when needed in other sections;
• All other secretarial tasks as instructed by the Head of Delegation/Section.

The base salary will depend on relevant and verified employment experience, typically starting from 1.935.679CLP.  There is a competitive benefits package, subject to certain conditions, including personal leave days and public holidays, complementary health insurance and a retirement savings plan.

The expected start date will be 02/12/2024.  We offer a competitive position in an international environment. Benefits, such as additional pension scheme and medical insurance, are offered to employees and their families under certain conditions.

We are looking for an enthusiastic and highly motivated colleague interested in being part of a dynamic and results-oriented team.

The candidate we are looking for should have:

• Excellent communication skills
• Interpersonal and teamwork skills, initiative and enthusiasm. Capacity to work autonomously.
• Capacity to prioritize, organize work and deliver high quality results on time.
• Ability to work under pressure.
• High degree of responsibility.
• Display of team spirit and social competence.

Selection Criteria

Minimum Requirements:

1. Medically fit to perform the required duties;
2. Enjoys civil rights and permits for employment under local law;
3. Spanish - ability to understand B2, ability to read B2, ability to speak B2, ability to write B2
4. English – ability to understand B2, ability to read B2, ability to speak B2, ability to write B2
5. High School Diploma;
6. A minimum of 1 year of experience in similar to the above-mentioned secretarial duties.

The following will be considered an asset:

1. A specific degree in bilingual executive secretary recognised by the state or a higher education diploma related to the position’s tasks
2. Work experience in an Embassy or similar institution
3.  Knowledge of European Institutions
4.  Knowledge of additional European languages

How to apply

Please submit your application, consisting of  the next documents in PDF: a cover letter (Europass format https://europa.eu/europass/eportfolio/screen/cover-letter-editor?lang=en), CV (Europass Format https://europa.eu/europass/eportfolio/screen/cv-editor?lang=en)  and the attached “Declaration on Honour” filled out with your information and signed, via email to the dedicated address for this post [email protected] and CC to [email protected] as a backup to be sure your application is received (Subject email reference: COOPERATION SECTION SECRETARY + YOUR NAME), no later than 23:30 – 05/11/2024 (CLT - Chile Standard Time). Only complete applications in the specified formats and received on time via email will be considered.

The successful candidate will be subject to a medical check, background check, etc.

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 assessment of the information provided in the cover letter, CV; practical testing and interviews. A shortlist of the best candidates will be invited to the final phase, which will consist of a panel interview. Employment and education certificates may be required from those admitted to the final stage.

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.