Assistant to the SG Gender and Diversity team

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European External Action Service (EEAS)

  • Career category: Programme/ Project design & management
  • Job type: Job
  • Experience level: 0-5 years
  • Organisation type: Civil Society
  • Remote option: No
  • Right to work requirements: Right to work required in advance
  • Remuneration: Not Disclosed
  • Work schedule: Full-time
  • Length of contract: Temporary/ Fixed-term
  • Deadline: 24/11/2023
  • Location: Belgium
Diversity, Equality and Inclusion (DEI)
We look for
A dynamic, flexible and proactive colleague with good communication and organizational skills with a developed sense of service and ability to work in a fast paced diplomatic environment. The assistant should be able to quickly adapt to new working environment and be a good team-player. The successful candidate should ideally have prior working experience in the EU and have good computer skills with a sound knowledge of the standard IT applications and administrative procedures used in the EEAS. He/she will be entrusted with the following principal tasks:

  • Provide efficient administrative  support to the SG Gender and Diversity team as a whole;
  • Act as first point of contact for external actors reaching out to the team (telephone calls, management of the functional mailbox);
  • Carry out various administrative tasks such as diary-keeping, note taking, keeping the team’s task table up to date, digital filing, ordering supplies, independently dealing with correspondence;
  • Provide administrative and logistical support for the organisation of internal and external events, such as meetings, workshops, conferences and public events. This will include maintaining up-to date list of registered participants, booking the required conference and meeting rooms, welcoming external visitors and ensuring their proper accreditation to enter EEAS premises for meetings. Good presentation, with a personable and professional manner are essential.
  • Meticulously and intuitively oversee and update the the team’s activities calendar/coordinating with the Ambassador’s schedule. 
  • Document management: registration of incoming and outgoing correspondence. Prior knowledge of ARES is an asset.
  • Knowledge management: Keeping the team’s filing system up to date. Maintaining up to record file for Ambassador’s speeches and key briefings. Uploading documentation to knowledge sharing platforms. Maintaining up-to-date contact lists of key counterparts of the team.
  • Organising missions of team members, including travel and accommodation arrangements and subsequent declaration of costs. Prior knowledge of MIPS is an asset.
  • Co-ordinate the creation, keeping up to date and retrieval of  documents and data in the appropriate files or IT databases;
  • Assist with communication of the team’s activities (eg. EEAS intranet, social media, EEAS webpage). .
  • Co-ordinate and authorise translation requests

The position involves regular contact with EU Member States’ permanent representations, Council and Commission services.

SELECTION CRITERIA:
The successful candidate should have:
  • have a level of post-secondary education attested by a diploma or a level of secondary education attested by a diploma giving access to post-secondary education and appropriate professional experience of three years;
  • Proven experience as secretary/assistant;
  • Good knowledge of EU/EEAS administrative rules and procedures;
  • Knowledge of filing methods and document management systems and software;
  • Sound computer skills (word processing, spreadsheets, internet and e-mail);
  • Strong interpersonal skills, including the ability to be professional, courteous and deal  directly with key players at a senior level both inside and outside the EEAS;
  • Ability to deal with confidential matters.

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