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 Lebanon, Beirut 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 dealing with the Lebanese 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 Political, Press and Information Section. The team consists of 9 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 Deputy Head of Delegation providing support, expertise, and assistance in the secretarial field.

The following main tasks and duties are currently required: 

• Provide assistance to the Deputy Head of Delegation in managing his agenda, scheduling appointments, filtering calls and noting messages, responding to requests of general nature or referring them to the relevant colleagues
• Provide secretarial support for the Political, Press and Information Section including the registration of incoming/outgoing mail at the section level and the initiation of files for circulation

• Organize internal and incoming meetings: work out meetings’ schedules, communicate with all parties involved, reserve meeting rooms, compile folders of working documents, etc.
• Receive and accompany visitors through appropriate procedures in the Delegation premises or in an external venue.
• Help with organisation of official and working-level visits from EU Headquarters and others.
• File all documents according to the retention plan and manage the archive according to the current common filing system

• Receive and attribute of all incoming mail of the EU Delegation to relevant sections
• Provide logistical support in the organization and the follow-up of meetings/missions
• Record and follow up incoming emails, correspondence and outgoing mails and emails for the PPI section 
• Manage the section information pertaining to leaves, absences and trainings records
• Ensure that the archives and filling system of the section is well-organized, updated, and user-friendly
• Draft verbal notes, letters and general notes
• Translate documents/invitations (Arabic/French/English)
• Act as backup of HoD assistant, provide help and assistance to HoD assistant
• Provide assistance in the preparation of field visits for the Head of Delegation and Deputy Head of Delegation
• Preparation of guest lists and transmission of invitations for various receptions organized by the Head of Delegation's office (reception, Europe Day, lunches, dinners, etc.)
• Liaise with EU member state embassies, assistants to HoD and DHoD in particular
• Liaise with government officials, agencies, embassies, international organizations, etc.
• Any other tasks as deemed necessary in the interest of the service according to secretary function.

An initial 2-year employment contract starting with a 3-month probationary period, with a possibility of renewal, under reserve of budgetary availabilities and operational considerations. The base salary will depend on relevant and verified employment experience; the exact salary range will be communicated upon finalizing the recruitment. 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 anticipated start date will be on 01/03/2025. 

Minimum requirements / eligibility criteria (necessary for the application to be considered)

• To have a baccalaureate attested by a diploma, or a secondary education attested by a diploma;
• At least 5 years of relevant work experience;
• Good computer skills on MS Word, PowerPoint, e-mail applications and other relevant software programmes;
• Fluency in English and Arabic;
• Medically fit to perform the required duties;
• Enjoys civil rights and permits for employment under local law.

Assets / selection criteria (basis for awarding points to select the best applicant)

• Experience working as a secretary for middle/senior management would be an asset;
• Knowledge of French and any other official EU language would be an asset;
• Knowledge of Lebanon and its political, economic and/or legal environment is an asset.
• Knowledge of the European Union and EU Member States’ activities in Lebanon would be a strong asset.
• High level of responsibility and ability to take initiative;
• Flexibility and ability to work under pressure;
• Excellent team spirit;
• A sense of discretion, confidentiality and responsibility are important prerequisites for this post.

How to apply

Please submit your application, consisting of a cover letter, Europass format CV and a declaration on honour (no specific format) regarding the good standing/work rights/medical fitness/work experience by email [email protected] no later than 24:00 24/01/2025. Only complete applications received on time via the above-indicated email will be considered.

The successful candidate will be subject to the relevant checks, notably a medical check, background check, verification of supporting documents (diplomas, language certificates), 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 on the assessment of all information provided in the cover letter, CV; written testing and interviews. At least three best candidates will be invited to the final interview and written test.

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.