Secretary

Vakansiyanın təsviri

SECRETARIAL SUPPORT

• General secretarial duties, including but not limited to filing of all correspondence of task managers, drafting, typing of documents and notes, photocopying
• Providing assistance with the management of the service by maintaining the diary, answering the telephone, filtering calls and taking messages, responding to general inquiries and managing the e-mail exchange and calendar.
• Brings to the management and other relevant colleagues attention complex, sensitive or priority issues and provides information and basic administrative guidance to other colleagues
• Coordinate mission arrangements (travel and hotel arrangements, appointments, expense management and protocol issues) for the management and, where required, other colleagues
• Keep agenda and manage Section's annual leave plans.
• Prepare notes, minutes, routine correspondence, presentations and other texts that are needed for the overall Section activity.
• Translation and interpretation of general nature in support of the respective Section.
• Performance of sectorial duties and assisting in various tasks in accordance with Delegation rules, such as registering incoming mail, dispatching outgoing mails, prepare signatories, distribute and file documents
• Provide logistical support for organisation of meetings /committees and the preparation of visiting missions from HQs (reception of guests / attendees, liaising with the Administration Section on preparation of the room, materials, refreshment, drafting of documents and making all the arrangement necessary for incoming missions, etc.).
• Back up for secretarial tasks within the Delegation.

 

ADMINISTRATIVE SUPPORT

• Organising and handling various activities for the members of the section (organise appointments with government officials, public or private agencies, embassies, other organisations, etc)
• Organise and facilitate the administrative work of the office, including contributing to the improvement of internal procedures and tracking systems for correspondence and documents. Verify that work is done in accordance with corporate standards and deadlines. Monitor work progress and brings cases of priority issues and matters of concern to the attention of the management and other colleagues
• Prepare briefing materials for the management and other colleagues, and draft responses to non-routine written enquiries, based on input provided by other relevant colleagues.
• Follow up on the preparation by staff of reports, correspondence, briefing notes and other documents, by monitoring deadlines and ensuring proper transmission and filing.
• Perform general administrative tasks (e.g. checking leave and attendance records, arrangements for meetings and other events, basic budget follow-up) and coordinate with other Sections to ensure smooth running and expedition of work within the Section
• Orients new colleagues to relevant administrative procedures, tools and practices
• Ensure proper electronically filling and archiving of the document on the server of the EU Delegation in compliance with the internal filling/archiving policy. Manage the creation of new files in the ARES filing tree. Assist in encoding and uploading documentation in SUMMA. Act as OPSYS/Funding and Tenders Portal focal point for the Cooperation Section.
• Establishing and maintaining an up-to-date list of relevant external contacts relative to the section’s duties.
• Other tasks as designated by the Head of Cooperation and/or Head of Delegation.

Xüsusi tələblər

Eligibility criteria (minimum requirements)

• Post-secondary degree (ISCED level 4) 
• 2 years of relevant professional experience (secretary, personal assistant, office manager, administrative assistant, etc.) after having obtained the post-secondary degree
• Excellent command of English (min. CEFR C1 level)
• Azerbaijani native language knowledge
• Ability to use word-processing and spread-sheet tools in an effective and efficient way. AI literacy.

Selection criteria (assets)

• Experience working in a diplomatic mission, a development agency or in an international organisation
• Experience working with the European Union tools, policies and procedures 
• Short-cycle tertiary degree in secretarial studies, office management, business administration or a related field (ISCED level 5)
• English language certification is an advantage. 
• Working knowledge of another EU language and/ or Russian is an asset.

Required skills:

• Methodical, rigorous and autonomous mind-set 
• Capacity to perform duties, including new demands, with speed, accuracy and independence
• Ability to prioritize and carry out tasks flawlessly, even when working under pressure, and to respond quickly to new demands
• Capacity to communicate clearly
• Capacity to work in a multicultural team, showing good interpersonal skills
• High degree of motivation and responsibility
• Very high ethical standards, sense of integrity and initiative

Please send your CV and cover letter in English and in PDF format via email to:

[email protected]

Deadline for sending application: 16/08/2026 at 20:00.

Candidates must draft their CV using the Europass CV, which can be found at the following internet address: https://europass.europa.eu/en/create-europass-cv. No other CV formats will be accepted.
Late or incomplete applications will not be accepted. The absence of the cover letter will also be considered as motif for an incomplete application.
The Selection Committee set up for the purpose of the recruitment procedure will make a pre-selection on the basis of the qualifications and professional experience described in the CV and cover letter and will produce a shortlist of eligible candidates who best meet the selection criteria for the post.
Depending on the number of the shortlisted candidates, and the nature of the post, successive phases of selection may include practical testing and interviews.
Please note that only candidates admitted to each successive selection phase will be contacted individually. 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.
Please note that the final offer of employment is conditional upon successful completion of a medical check, provision of proof of the right to reside and work in the country, criminal record and a background verification process (references will be required).
Candidates who wish to lodge a complaint regarding the recruitment process may submit a written communication to the email address to which they sent the initial application.

Müraciət etmək üçün: [email protected]