The European Union Delegation to Chile is looking for:

Secretary in the Administration 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

The post of Secretary (Local Agent Group 3) in the Delegation’s Administration Section. The team consists of seven 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 Administration, providing secretarial support to the Administration Section.

Following main tasks and duties are currently required:

• Assist in management of protocol/consular affairs (including visas, diplomatic documents, etc.);
• Assist in management of office premises daily operation affairs and liaising with service suppliers;
• Assist in management of infrastructure affairs and liaising with landlords/suppliers;
• Assist with documents related to rights and obligations of expatriate staff such as removals, rotation, travel and temporary accommodation;
• Assistance with event management and logistics.
• Filing administrative related documents;
• Register documents as required by the European External Action Service (EEAS) procedures;
• Ensure a clear and logical filing system;
• Assist in preparing of various reports;
• Managing Legal Entity and Bank Account/Cheque validation process;
• Ensuring the suppliers data bases are up to date;
• Real Estate Management IT tool (Immogest);
• Ensure all the security recommendations are applied for expatriate staff accommodations;
• Ensure all files related to expatriate accommodations are up to date and uploaded to the corresponding systems;
• Draft notes for the Ministry of Foreign Affairs related to administrative, security, and logistics matters;
• Manage the inventory of furniture and supplies for the delegation and the residence;
• Follow up on and carry out inventory verification exercises according to headquarters' instructions;
• Maintain an effective diary system for follow up related to all his/her tasks;
• Act as a secretary to the Head of Administration;
• Required to backup other team members during absences. This might require knowledge of additional administrative tools.

The base salary will depend on relevant and verified employment experience, typically starting from 2.113.818 CLP.  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 13/01/2025.  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 or a higher education diploma in Administration related fields
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:

1. Cover letter (Europass format https://europa.eu/europass/eportfolio/screen/cover-letter-editor?lang=en),
2. CV (Europass Format https://europa.eu/europass/eportfolio/screen/cv-editor?lang=en) 
3. 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: Secretary in the Administration Section – EUDEL CHILE + your name), no later than 23:30 – 01/01/2025. 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.