Function type: OPERATIONAL and ADMINISTRATIVE SUPPORT and RESOURCES
Function name: Office management
Duties:
• Provide 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.
• Answer the telephone, filter and transfer the calls, take messages and respond to general enquiries.
• Manage missions and leave requests.
• Keep agenda and manage Section's annual leave and training plans.
• Prepare notes, minutes, routine correspondence, presentations and other texts that are needed for the overall Section activity.
• Provide logistical support for organisation of meetings /committees (reception of guests / attendees, liaising with the Administration Section on preparation of the room, materials, refreshment etc.).
Function type: OPERATIONAL and ADMINISTRATIVE SUPPORT and RESOURCES
Function name: General administrative and secretarial support
Duties:
• Ensure follow-up and respect of deadlines in the Section's activities.
• Provide translations of small texts.
• Up-date those contact list(s) in the Outlook public folder relevant to the Section's activities.
• Maintain co-ordination with the Delegation's Secretariat.
• General administrative support upon instructions
Function type: OPERATIONAL and ADMINISTRATIVE SUPPORT and RESOURCES
Function name: Document and mail handling
Duties:
• Open and request registration of incoming mail (including e-mails) in the system
• Allocate registered mail to appropriate individuals and maintain up-to-date mailing lists.
• Ensure follow-up and respect of deadlines of replies requested from the Section.
• Draft, type, verify layout and check quality of documents presented for signature.
• Prepare and copy correspondence for transmission.
• Ensure that all records are completed in ARES and transmit final documents to DMO for attachment.
• Draft minutes of meetings
• Ensure proper electronically filling and archiving of the document on the server of the EU Delegation in compliance with the internal filling/archiving policy
• Perform any other tasks requested by the Head of Section or his Deputy
Function type: INTERNAL COMMUNICATION
Function name: any other business
Duties:
“Within the framework of the Staff Regulation, to carry out tasks linked to the job description as instructed by his/her superior(s).”
• Coach new colleagues on administrative procedures and organizational structure.
• Facilitate internal communication within the Delegation as well as outside the service.
Function type: EXTERNAL COMMUNICATION (general)
Function name: Communication related to programme & projects
Duties:
• Ensure collection and preparation of materials for publication and web-sites
• Assist in welcoming and informing outside visitors in accordance with security regulations
Function type: OPERATIONAL and ADMINISTRATIVE SUPPORT and RESOURCES
Function name: Project cycle management
Duties:
• Support Programme Managers in their program/project management functions under their supervision and guidance
Please find detailed vacancy at https://europa.ba/documents/notices/delegacijaEUBiH_2014102916460278.pdf
Please send your application and supporting documents to delegation-bih-recruitment@eeas.europa.eu with subject “Application Ref. No 015/14”.
The package should include a cover letter and a detailed CV in English using the ‘European Curriculum Vitae Format’ (available on our website https://www.europa.ba).
The Delegation will not supply additional information or discuss the selection procedure by telephone: please address any queries concerning this procedure to delegation-bih-recruitment@eeas.europa.eu.
Only short listed candidates will be contacted.
Deadline for application: 10 November 2014
