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 Norway ensures the representation of the European Union to Norway, as well as the follow-up of the EU's bilateral relations with Norway (including the implementation of the European Economic Area Agreement, as well as of other key EU/Norway agreements). It is responsible for the development of cooperation in key areas - focusing in particular on foreign policy, energy, climate change, the Arctic, trade, development - and also follows Norway's participation in EU programmes and agencies. It carries out public diplomacy and press activities in Norway and facilitates/organizes political and expert contacts between Norway and European Union institutions.

We offer

We offer a post of Secretary and Document Management Officer (Local Agent, Category III) in the Political, Press and Information Section. Working directly with the Head of Delegation and the Head of the Political Affairs, Press and Information Section, the selected person will:

• Keep the agenda of the Head of Section (incl. organisation and preparation of meetings, arranging appointments, collecting information, preparing files and briefings)
• Assist in organising the missions of the Head of Section (travel arrangements, appointments and expenses)
• Help organise / support external missions from Headquarters, other Delegations or other European institutions
• Assist in organising lunches, receptions and diplomatic events
• Provide internal and / or external information
• Record incoming and outgoing correspondence using archiving software (ARES)
• Handle correspondence and ensure appropriate follow-up, including on protocol matters and notes to the Ministry for Foreign Affairs
• File documents, retrieve individual documents and sets of documents by subject
• Keep and update records of files in the archives and in the office
• Send out political reports, register and file them
• Replace the PA to the Ambassador in her absences
• Update mailing lists

The Delegation is located in a modern office in central Oslo. Working week is 37.5 hours.

We offer an interesting post with scope for personal development in an international environment. Membership of SPK is offered to employees.

We are looking for

• Enjoy working rights or holds a permit for employment under local law
• Secondary education degree, preferably with advanced secretarial training
• At least 3 years of practical and relevant work experience
• Working experience with document management is essential
• Archive experience
• Good knowledge of working routines in public sector and embassy, at home or abroad
• Good knowledge of working in an international environment
• Open-mindedness towards other nationalities and their culture/way of behaviour
• Excellent language skills in spoken and written Norwegian
• Very good drafting skills in English and Norwegian
• Basic to  advanced computer knowledge / course
• Knowledge of IT tools and systems for archives, mail and document management
• Ability to work in a proactive and autonomous way
• Ability to work individually on long-term projects
• Conscientiousness
• Eye for detail / Accuracy / Sense of good order
• Flexibility (openness towards new demands, etc.)
• Ability to multitask as necessary
• Capacity to deliver in a structured way
• Coordination skills
• Planning capacity
• Ability to work in a team
• Confidentiality
• Sociability skills

 How to apply

Please send your application and supporting documents via Finn. The package should include a cover letter, setting out your motivation, and a detailed CV, both in English.

Following a preliminary evaluation of applications, a short-list of candidates for interview will be established. Only candidates admitted to each successive selection phase will be contacted individually. The selected candidate should be available to begin work as soon as possible after the termination of the selection phase.

The Delegation will not supply information or discuss the selection procedure by telephone: please address any queries concerning this procedure to [email protected].

The deadline for applications is: 22/01/2025

EQUAL OPPORTUNITIES:

The European Union is committed to an equal opportunities policy for all its employees and applicants for employment. As an employer, the EU is committed to promoting gender equality and to preventing discrimination on any grounds. It actively welcomes applications from all qualified candidates from diverse backgrounds and from the broadest possible geographical basis amongst the EU Member States. We aim at a service which is truly representative of society, where each staff member feels respected, is able to give their best and can develop their full potential.