Secretary - to the Head of Delegation
To provide general administrative and secretarial assistance, as well as a document management services to the Head of Delegation. Participate in internal meetings (in particular, management meetings) preparation of draft minutes and ensure follow-up. Transmit community/administrative information between the Head of Delegation and the staff. Ensure circulation of information within the Delegation. Draft letters and notes. Ensure the flow of notes and letters between the Delegation and the Holy See, Order of Malta, Republic of San Marino. Draft verbal notes to the diplomatic representations in Rome as well as to officials of the United Nations organisations based in Rome and also to the Vatican. Follow-up of incoming mail; correspondence; outgoing mail. Manage e-mails (Head of Delegation and Delegation mailbox). Maintainig contacts with diplomatic representations to the Holy See, especially from EU Member States. Preparation of Heads of Missions meetings and circulation of all communication regarding the organisation of meetings. Preparation of visits of EU officials to the Vatican, to the Republic of San Marino and, in case, for talks with representatives of the Order of Malta. Keep the agenda for the Head of Delegation and the agenda of the Delegation (incl: organisation and preparation of meetings; arranging appointments; collecting information; preparing files and briefings). Preparation of files/documents for missions of Head of Delegation. Organise the missions of the Head of Delegation (travel arrangements, appointment and expenses). Supervise the delegation joint agenda. Organise / support external missions from Headquarters; other Delegations or other European institutions. Organise dinners; receptions and other events, including bookkeeping of representation costs. Give instructions to drivers on meetings outside the Delegation. Receive, transmit, file and register classified documents. Handle incoming and outgoing diplomatic bag and documents in replacement of the administrative colleagues dealing with this task. Ensure contacts and coordination with the EC and EP representation offices in Rome with regard to joint events or visits from EU offcials. Replacement of secretary to Deputy Head of Delegation during her absence.
Europska unija
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Europska služba za vanjsko djelovanje
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Delegacije i uredi EU-a
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Delegacija pri Svetoj Stolici, Malteškom redu, organizacijama UN-a u Rimu i San Marinu (DEL.HOLY SEE/UN)
