The European Union Delegation to the United Nations, New York is looking for:

Secretary (Administration Section/Reception)

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.

As a UN observer with enhanced status, the EU coordinates the 27 EU Member States so as to speak with one voice. The EU also works closely with the UN Secretariat and its Agencies, funds & programs, partnering on a range of global issues and challenges.

We offer

We are looking for an enthusiastic and service-minded candidate to fill the post of Secretary (Local Agent Group III) in the Delegation’s Administration Section/Reception. The team consists of 13 people. It is a 5 year contract (renewable). The Secretary will be assigned the following main tasks and duties:

Under the direct supervision of the Head of Administration and/or Deputy Head of Delegation, the local agent will be the Assistant in charge of Protocol and a back-up to the Team leader of the Reception, with the following tasks, but not limited to:

- General secretarial duties, mainly concerning administrative issues and protocol; contacts with US authorities on staff matters such as change of address, title, UN Blue book, tax IDs, driver’s license, renewal of diplomatic IDs, UN badges, notification of end of contracts, accreditation, UN pass renewals;

- With the HR, update the spreadsheets of all staff with their (confidential) expiring data due for renewal: organigramme, expiration of confidential documents (to follow up);

- Serving as a back-up to the HR Local Agent for Protocol matters ;

- Main contact with UN Protocol to apply for UN passes officials on mission and visitors;

- Overall organizational and administrative management of the Reception Team;

- Assisting/back-up to Reception Team Leader with the Delegation’s traineeship program;

- Acting as Initiating Operational Agent related to office supplies, internal meetings, and trainees

- Coordinating drivers' schedules and calendars;

- Organization of the UNGA events at the Delegation for high level visitors from HQ;

- Assisting with hotel reservations for Brussels based officials and visitors ;

- Arranging building passes for visitors;

- Coordinating and preparing of seven meeting rooms, including catering and delivery arrangements for receptions and luncheons;
- Managing and ordering of all office supplies ;

- Keeping detailed statistics of all meetings and visitors ;

- In charge of wine inventory for Receptions organized at office;

- Manning Reception Desk, greeting visitors and answering all phone calls;

This job function may be slightly modified in accordance with the needs of the Delegation.

We offer a collegial atmosphere in an international environment and work in close coordination within the Administration team in supporting colleagues across the EU Delegation. The office is located at 666 Third Avenue, New York, NY 10017.

Salary range is dependent on relevant and verified employment experience, starting from $62K (2 years of experience), $64K (3 years of experience), $74K (10 years of experience) etc.

There is a competitive benefits package including personal leave days and public holidays, flexible working hours, health and dental insurance and a retirement savings plan. Working hours are 37.5 per week.

The expected start date will be December 1st, 2025.

We look for

· Bachelors' degree required

· Good knowledge of office administration;

· High level of responsibility, discretion, and initiative;

· Excellent organizational skills;

· Excellent interpersonal and communication skills, and a team player;

· Flexibility with working hours with respect to core working hours;

· Highly Proficient knowledge of written and spoken English;

· Ability to work calmly under pressure and autonomously;

· Ability and/or familiarity working in a multicultural office, as part of an international team; teamwork and respect facing all;

· Excellent knowledge of Microsoft Office (Word, Excel, Outlook, etc.);

The following will be considered an asset:

· 2 years of relevant professional experience;

· Having worked in a diplomatic Mission;

· Knowledge of French.

It is important to note that the Delegation of the European Union to the United Nations does not sponsor visas for Local Agents. Applicants must have an existing and valid US work authorization that does not require sponsorship by the Delegation (i.e. EAD card, green card, US citizen, only G1 or G3 visas for the spouses of EU officials posted at an EU Member State Mission to the United Nations.

How to apply

The applicant must send:

• A Curriculum Vitae using the Europass template available at https://europa.eu/europass/en
• For all the internships, indicate if these are paid or unpaid !
• A motivation letter signed
• The resume must also include the names and contact details of at least two referees who can attest to your professional and personal attributes in the event you are shortlisted for the post.
• Please mention in the subject of your email: Reference EUNYC09/2024
• Indicate which type of US work authorisation you do have (visa type, US citizenship, Green card, an EAD)
• Send your complete application to [email protected] by November 19th, 2024, 5 PM EST

The process

After the deadline, the applications will be reviewed by a Selection Committee set up for this purpose. The Selection Committee will prepare a shortlist of candidates who are considered to be the most suitable for the post on the basis of a preliminary assessment of the information provided in the cover letter and resume. The shortlisted candidates will be invited to an assessment phase which will include an interview. During this phase, the selection committee will assess the suitability of the candidates for the post.

The candidates who have not been shortlisted will not be contacted individually; however, the Delegation will 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. Please address any queries concerning this procedure to [email protected] mailbox.

The deadline for applications is Tuesday, November 19th, 2024 at 5 PM (EST)

Job Types: Full-time, Contract

Pay: $62,000.00 - $74,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Flexible schedule
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Application Question(s):

• How is your previous experience relevant to this role? Why are you a good fit for this job?
• Can you provide us with at least two referees who can attest to your professional and personal attributes?

Education:

• Bachelor's (Required)

Experience:

• relevant: 2 years (Preferred)

Work Location: In person