V. SIRECKI

Secretary to the Head of Delegation - Secretary Security cleared
To provide general administrative and secretarial assistance, as well as document management services to the Head of Delegation. Administrative co-ordination (Function type: Horizontal coordination) - Participate in meetings of Heads of Section, draft minutes and ensure follow-up - Transmit community / administrative information ad hoc to various sections - Ensure circulation of information between various sections - Ensure induction of new secretaries, job allocation between secretaries. Administrative support to the delegation (Function type: Administrative coordination and support) - Draft routine/standard letters and notes, language verification of reports and notes - Type “notes verbales” to Ministry of Foreign Affairs in the host country - Follow-up of incoming mail, correspondence, outgoing mail, mailing and addressees lists - Manage e-mails (Head of Delegation and Delegation mailbox) - Contact with host country ministries and organisations as well as Embassies - Replacement of secretary to Head of Cooperation during her absence - Manage job description / CDR data in Sysper2 . Organisation of meetings, travel and social calendar (Function type: Logistic support) - Keep the agenda for the Head of Delegation (incl. organisation and preparation of meetings, arranging appointments, collecting information, preparing files and briefings) - Supervise the Delegation joint agenda - Organise / support external missions from Headquarters, other Delegations or other European institutions - Organise the missions of the Head of Delegation (travel arrangements, appointments and expenses) - Organise dinners, receptions and other events, including bookkeeping of representation costs. Diplomatic documents handling (Function type: Administrative and logistic support) - Receive, transmit, file and register classified coreus, cyphers and / or secure fax documents and ensure maintenance of cypher equipment - Handle incoming and outgoing diplomatic bag and documents. Thorough knowledge of English and satisfactory knowledge of a third Community language. [Knowledge of French is essential] Filing methods and document management systems: very good Administrative rules and procedures of the Commission: good Computer tools like word processing, spreadsheets and presentation systems: very good Secretarial techniques: excellent Written and oral communication skills: very good Ability to deal helpfully and courteously with people: good Service-mindedness: good Willingness to share information and knowledge: very good Ability to build positive and co-operative working relationships with staff, colleagues and management: good Ability to adapt to difficult living/working conditions: good Ability to adapt to different cultural environment: good Ability to respond quickly to change: good Discretion and confidentiality: good Ability to work under pressure: good Unia Europejska > Europejska Służba Działań Zewnętrznych > Delegatury i biura UE > Delegatura w Ghanie (DEL.GHANA)