Secretary / Operational assistant

(Ref  JP/07923 - EU/CAN/2024/FPI)

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 organisations. 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 Delegation of the European Union to Canada was established in 1976 and covers all policy areas of the bilateral relationship between the EU and Canada.
 

We offer
We offer a post of Secretary / Operational Assistant. Under this job function, the successful candidate will serve as support staff to and under the supervision and responsibility of the Head of Section. Under this post, the recruited person will be attributed functions depending on the needs of the Delegation.

• Job Type : Full-time (Permanent contract)
• Place of employment : EU Delegation - Suite 1900, 150 Metcalfe Street, Ottawa, ON, Canada
• Working hours; 37,5 hours/week (Monday to Friday)
• Group : Secretary (group 3 in the EU Local Agent system)
• Minimum basic salary before taking into account relevant prior experience: 4.234 CAD/month (gross)

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.
 

Job description
Overall Purpose: To provide general administrative, operational and secretarial assistance to the Foreign Policy Instruments (FPI) team in Canada and in the Americas.

Administrative co-ordination

• Prepare  meetings, draft minutes and ensure follow-up
• Ensure circulation of information within the team and with external partners
• Electronic filing for documents
• Assist the colleagues in the organisation of their work, meetings and missions.

Administrative support to the section

• Help to establish contact with local authorities, embassies, international organisations, project partners and other relevant stakeholders
• Draft routine/standard letters and notes, language verification of notes and reports
• Proofread, edit and provide input to section documents
• Follow-up of incoming mail, correspondence, outgoing mail, mailing and addressees lists.

Operational and Finance & Contract assistance

• Encode invoices
• Maintenance of financial and contractual documents (including registration, transmission, filing and archiving)
• Manage operational mailboxes
• Provide procedural and administrative support for projects managed by the team
• Support on updating and managing the team’s operational files.

Organisation of meetings and travel

• Support in preparation of meetings, agendas and invitations
• Keep and coordinate the agendas of the team (incl. organisation and preparation of meetings, arranging appointments, collecting information, preparing files and briefings)
• Organise incoming visits and missions
• Organise the missions of the team members (travel arrangements, appointments)
• Any other tasks requested by the hierarchy.
   

We look for

Minimum requirements (eligibility criteria)

• Canadian citizenship or a valid resident and work permit in Canada is mandatory to apply for this position.

It is important to note that the Delegation of the European Union does not sponsor visas for locally contracted Agents.

Education

• Post-Secondary education or a secondary education attested by a diploma giving access to post-secondary education and appropriate professional experience of three years.

Languages

• Excellent command of English. Knowledge of French.

Minimum working experience

• At least three years of relevant experience (secretarial or administration).

Assets  (selection criteria)

Qualification

• A diploma in administration would be an advantage.

Experience & knowledge

• Experience in project and/or financial management
• Working experience in international organization or Government institution
• Working experience in an EU Institution
• Excellent knowledge of computer tools, spreadsheets, MS Office applications and Internet. 

Personal skills

Able to work with limited supervision; High degree of responsibility and discretion, Self-starter; Motivated; Good capacity to focus on priorities and to organise work; Good capacity to communicate clearly (both oral and written), Committed to assure quality, speed and accuracy; Detail oriented; Respect of deadlines; Able to deal with stressful situations and respond quickly to new demands; Team player; Capacity to work in a multicultural environment.

How to apply

Please send your application and supporting documents to the following e-mail:

To : [email protected]

cc : [email protected].

The package should include a cover letter as well as a detailed CV (in PDF format) and supporting documents.

It is requested to use the Europass CV format (available on the following link https://europa.eu/europass/en ) 

Only complete applications received on time, via the Functional Mailbox [email protected] will be considered.

The successful candidate will be subject to a medical check to confirm his/her Medical fitness to perform the required duties.
 

Selection procedure:

After the deadline, all applications will be thoroughly examined. The eligible applications will be admitted to the selection by the Committee set up for this purpose.

A shortlist of candidates having the best mix of skills and experience as per the requirements set out above will be established. The short-listed candidates will be invited to an assessment phase which may include one or more interview (s) and/or written tests if necessary – during this phase, the suitability of the candidates for the post will be assessed.

Only shortlisted candidates will receive a reply.

The Delegation will not supply additional information or discuss the selection procedure by telephone. Please address any queries concerning this procedure to the following e-mail address;

[email protected]

Deadline for applications is Tuesday 24th of September 2024 at 12.00 (noon) Eastern time