Detail of the vacancy notice
- Directorate: Directorate for Human Resources and Finance
- Management: No
- Grade: AST/SC1-AST/SC6
- Location: Brussels
- Type of post: Publication under Article 29(1)(a), (b) and (c) of the Staff Regulations
Your job and responsibilities
Do you have excellent organisational skills and want to contribute to the smooth running of a large and diverse Directorate? Do you have strong communication and coordination skills?
As a secretary/clerk to the Director for Human Resources and Finance, you will provide direct support in organising the daily agenda and following up on the activities of the Director. The main tasks comprise:
- providing administrative support and performing administrative support tasks (managing the agenda, preparing and follow-up of meetings, drafting minutes from meetings, organising videoconferences, managing correspondence and documents, filing, etc.);
- providing administrative support in connection with human resources management duties (leave, absences, training, staff reports, etc.);
- coordinating meetings and managing contacts with the other services within the Directorate and outside and carrying out certain internal coordination tasks (organising and planning meetings, etc.);
- monitoring the deadlines of the different files dealt with by the Directorate;
- when necessary, attending meetings, seminars and working groups;
- taking on various other administrative assistance tasks.
Are you the talent we are looking for?
General abilities and capacities required
- Think with a critical spirit, analyse and solve problems pragmatically.
- Assess critically credibility and reliability of sources, data and information and use relevant digital tools to carry out the duties.
- Organise own work, demonstrate responsibility, identify priorities, take appropriate decisions and deliver results.
- Adapt to an evolving working environment, demonstrate commitment and adopt constructive attitude at all times. Remain effective and flexible even during period of heavy activity.
- Take initiative to achieve individual and shared objectives, demonstrate ownership and work autonomously.
- Learn and professionally develop to continuously enhance job performance and knowledge of the organisation and working environment.
- Work together with others in a constructive way by contributing to diverse and inclusive working environment. Demonstrate respect and courtesy at all times.
- Convey information and relevant opinions clearly and concisely both orally and in writing, facilitate interaction and engage effectively with others. Treat confidential or sensitive information accordingly.
Job-specific requirements
- You have a thorough knowledge of an official language of the European Union and a satisfactory knowledge of another official language of the European Union. For functional reasons, a very good knowledge of English or French is required and a good knowledge of the other language is desirable.
- You are proficient in using the most common IT applications (Outlook, Excel, Word, PowerPoint, Teams etc.) and willing to learn new (online) technologies when needed.
Assets
- Previous experience in EU institutions is a strong asset.
- Previous working experience with tools such as SysPer, MiMa, SharePoint, Adonis/Ares would be considered as an asset.
- Previous experience in assisting a senior manager, coordinating large meetings/complex projects or human resources would be an asset.