Delegation of the European Union to the Republic of Azerbaijan Secretary (Function Group III)
О должности
Employee status: Local Agent
Contract type: Fixed-term contract (24 months)
Working time: Full time (37.5 weekly hours)
Location: Baku, AZERBAIJAN
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, also known as EU Delegations, which have a similar function to those of an embassy.
The EU Delegation to Azerbaijan works in close coordination with the Embassies and Consulates of the 27 EU Member States. We are a fully-fledged diplomatic mission and represent the European Union in dealings with the Azerbaijani government in areas that are part of the EU’s remit.
We offer
The post of Secretary in the Cooperation Section, which consists of 8 people. Under this post, the selected candidate will be attributed functions depending on the evolving needs of the EU and its diplomatic representations. The selected candidate will serve under the supervision and responsibility of the Head of Cooperation, providing support, expertise and assistance.
The following main tasks and duties are currently required:
Secretatiral 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.
The selected candidate will be offered a fixed-term contract of local agent with the job profile of Secretary (Function Group III). The contract has a duration of 24 months, with a possibility of renewal under reserve of budgetary availabilities and operational considerations. For internal candidates already holding an indefinite-term contract, alternative contractual arrangements may apply in accordance with institutional policies.
The post requires to perform 37.5 weekly hours (full time employment), and may involve occasional atypical hours (evening, weekend) or travel for work missions.
The base salary will depend on relevant and verified employment experience, typically starting from 1955 EUR gross for 2 years of experience. There is a competitive benefits package, subject to certain conditions, including paid time off, flexible time management, health coverage and a retirement savings plan.
The expected start date is 15 of September.
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
Application and selection procedure
Please send your CV and cover letter in English and in PDF format via email to: [email protected]
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.
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, preventing discrimination on any grounds and ensuring a zero-tolerance approach to any form of harassment. It actively welcomes applications from all qualified candidates from diverse backgrounds. 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.
If pre-selected, candidates with disabilities are invited to contact the Delegation to the email address to which they sent the initial application in order to accommodate any special needs and provide assistance to ensure equality of opportunities with other candidates.
If a candidate with a disability is selected and recruited, the EEAS is committed to appropriate measures in order to accommodate their special needs to the working place or working conditions in accordance with Article 4 of the Decision ADMIN(2025)13 of the Director-General for Resource Management of the European External Action Service on providing reasonable accommodation for local staff with disabilities working in Union Delegations.
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