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ACP Secretariat

Bilingual Secretary

Secretariat General (OSG) – Brussels, Brussels
Department Secretariat General (OSG)
Employment Type Full-Time
Minimum Experience Experienced

 The Secretariat of the African Caribbean and Pacific Group of States (ACP) has the honour to inform of two (2) vacant posts of Bilingual Secretary (Grade GS4) at the Secretariat (only applications from EU national and permanent residents will be considered).

  Attached for the attention of the Missions are:

  -              The Job description of the posts;

 -              The conditions of service and employment for the posts.

  Applications for the posts should be sent to: ACP Secretariat, 451 Avenue Georges Henri, 1200 Brussels - Belgium, or by e-mail to: hr@acp.int and must reach the Secretariat not later than 20th July 2019.

 

 Applications must be accompanied by the following:

  a)            An updated curriculum vitae completed in this format     https://europass.cedefop.europa.eu/editors/en/cv/compose (This is a mandatory requirement)

 b)            Copies of academic and professional qualifications: diplomas, certificates, etc.;

 c)            Reference documents attesting to the work experience and competence of the applicants;

 d)            Contact details of at least one referee from each post held in the past five (5) years of employment;

 e)            A copy of a valid Belgian Identity Card or Permanent Residence Permit.

 

 Please note the following:

  a)            The contract of employment for these posts will be based on Belgian Labour and Social Security Laws;

 b)            Only short-listed candidates will be contacted.

 

1) Job Description 

  I. Post Information

  Post Title: Bilingual Secretary      

 Current Grade: GS 4

 

  II. Organizational Context

 Under the direct guidance and supervision of the Financial Controller and the Internal Auditor, the Secretary provides administrative and secretarial support to the Financial Controller and the Internal Auditor, ensuring high quality, accuracy and consistency of work.  The Secretary, working in both English and French, promotes a client-oriented approach consistent with ACP rules and regulations.

  The Secretary handles incoming mail and facilitates responses to correspondence and inquiries of a routine nature, handling all information with discretion and diplomacy for the Financial Controller and the Internal Auditor.  The Secretary prepares the documents of the Internal Auditor’s plans of action and audit reports for the attention of the Secretary-General. The Secretary also prepares the documents of the Financial Controller’s Quarterly and Annual Reports for submission to the Assistant Secretary-General for Administration, Finance and Human Resources, the Chef de Cabinet, and the Expert in charge of Finance and Accounting, as required and to the governing organs; Subcommittee on Establishment and Finance and the Committee of Ambassadors. In addition, prepares the documents of the Financial Controller’s contribution to the Committee of Ambassador’s Report to the Council of Ministers.  

   

The Secretary interacts with the Revisers for translation requests from the Financial Controller and Internal Auditor.

 

III. Functions / Key Results Expected

   Summary of Key Functions

  •   Provides administrative and secretarial assistance to the Financial Controller (submission of endorsed payment requests to Accounts, formatting Quarterly and Annual Reports for Subcommittee, Committee of Ambassadors and Council of Ministers, submission of Reports for Translation, filing of documents).
  •   Provides administrative and secretarial assistance to the Internal Auditor (formatting confidential Audit Reports as required and submission of Reports for Translation).

 

  IV. Impact of Results

  The key results of this job is providing secretarial support for the smooth functioning and overall effectiveness of the Offices of the Financial Controller and the Internal Auditor.

 

 V.  Competencies:

  Core Competencies:

 •             Courtesy, tact and the ability to work effectively with people of different nationalities and cultural backgrounds.

 •             Ability to demonstrate diplomacy and discretion in dealing with ACP Ambassadors, delegates from Missions, international organisations and institutions.

  

Operational Effectiveness:

 •             Strives to keep job knowledge up-to-date through self-directed study and other means of learning.

 •             Computer literate with practical experience with Windows applications and other office software packages.

 •             Ability to organize and complete multiple tasks by establishing priorities.

  

Managing Documents, Correspondence and Reports:

 •             Shows sound grasp of grammar, spelling and structure in both English and French and good oral communication skills in both English and French.

 •             Ability to produce accurate and well documented records conforming to the required standard.           

 Planning, Organizing and Multi-Tasking:

 •             Demonstrates ability to quickly shift from one task to another to meet multiple support needs while remaining focussed.

 •             Ability to work consistently on routine tasks, maintaining a high level of accuracy, neatness and vigilance.

    

VI. Recruitment Qualifications

   Education:          

Secondary school diploma or equivalent, supplemented by specialized secretarial Diploma or administrative certificate.

   Experience:       

Minimum five (5) years of progressively responsible secretarial and administrative experience. Experience at international level is an added advantage.

   Language Requirements:             

Good command of English and French. A working knowledge of Portuguese or Spanish would be an added advantage.

 

  APPOINTING AUTHORITY

Staff members of the Professional and General Services categories are appointed by the Secretary-General on the recommendation of the Recruitment Advisory Committee chaired by the Assistant Secretary-General, Head of the Department of Administration, Finance and Human Resources.

 

CONDITIONS OF SERVICE FOR THE AFOREMENTIONED POST

In the framework of their functions, members of staff are governed by the Staff Regulations of the Secretariat and by any other decision that may be adopted by the competent ACP authorities regarding employment.

  

REMUNERATION:

Depending on professional background, experience and family situation, the ACP Secretariat offers a competitive remuneration and benefits package.

                                                                                           *****

 

 2) Job Description 

 I. Post Information

 Post Title: Bilingual Secretary

 Organizational Unit: Department of MDFIP

 Supervisor/ Grade: Assistant Secretary General (ASG)            

Current Grade: GS 4

  

II. Organizational Context

Under the overall guidance and supervision of the Assistant Secretary General (ASG) and in close coordination with the Office of the Secretary General, the Secretary to the ASG provides executive administrative support to the ASG on matters pertaining to the substance and operations of the Department, applying administrative rules and regulations and establishing internal operational procedures to enable the smooth functioning of the Office. The Secretary helps ensure effective and efficient functioning of the Assistant Secretary General’s office and the Department, including management of information flow and follow-up on deadlines and commitments made.  

As the first point of contact for all the visitors to the ASG’s Office both from outside and within the organization, the incumbent interacts with delegates of the ACP Missions and European Commission (EC), senior government officials, experts and other professional staff from regional and multilateral organizations and deals with a heavy volume of requests and a wide range of highly sensitive matters.  

 

III. Functions / Key Results Expected

Summary of Key Functions:

·         Ensures effective and efficient functioning of the office of the Assistant Secretary-General. 

·         Ensures effective communications support to the Assistant Secretary-General.

·         Provides administrative support to the Assistant Secretary-General.

·         Provides administrative support to the Department.

  

IV. Impact of Results

The key results of this job have a critical impact on the smooth functioning and overall effectiveness and efficiency of the Department; the degree of its organization and efficiency determines to a large extent the quality of the overall management of the Department.  As the staff member providing immediate support to the ASG, the role of the Executive Associate is critical, and the incumbent is responsible and accountable for the smooth functioning and confidentiality maintained in the Assistant Secretary-General’s office.

 V. Competencies

 Core Competencies:

•             Courtesy, tact and the ability to work effectively with people of different nationalities and cultural backgrounds.

•             Ability to demonstrate diplomacy and discretion in dealing with ACP Ambassadors, delegates from Missions, international organisations and institutions.

 

Operational Effectiveness:

 •             Strives to keep job knowledge up-to-date through self-directed study and other means of learning.

 •             Demonstrates good knowledge of information technology and applies it in work assignments; computer literate with practical experience with Windows applications and other office software packages.

 •             Ability to handle a large volume of work possibly under time constraints.

 •             Ability to organize and complete multiple tasks by establishing priorities.

  

Managing Documents, Correspondence and Reports:

 •             Shows sound grasp of grammar, spelling and structure in English or French and good oral communication skills in English and French.

 •             Ability to produce accurate and well documented records conforming to the required standard.             

Planning, Organizing and Multi-Tasking:

 •             Demonstrates ability to quickly shift from one task to another to meet multiple support needs while remaining focussed.

 •             Ability to work consistently on routine tasks, maintaining a high level of accuracy, neatness and vigilance.

 

VI. Recruitment Qualifications

Education:          

Secondary school diploma (Advance Level) or equivalent and Secretarial Diploma.

Experience:        

Minimum of five (5) years of working experience as a Secretary to management level Officers of an organisation. Experience at a regional or international organisation would be an added advantage

Language Requirements:            

Good command of English and French. A working knowledge of either Portuguese or Spanish would be an added advantage.

 

APPOINTING AUTHORITY

Staff members of the Professional and General Services categories are appointed by the Secretary-General on the recommendation of the Recruitment Advisory Committee chaired by the Assistant Secretary-General, Head of the Department of Administration, Finance and Human Resources.

 

CONDITIONS OF SERVICE FOR THE AFOREMENTIONED POST

In the framework of their functions, members of staff are governed by the Staff Regulations of the Secretariat and by any other decision that may be adopted by the competent ACP authorities regarding employment.

  

REMUNERATION:

Depending on professional background, experience and family situation, the ACP Secretariat offers a competitive remuneration and benefits package.

                                                                          *******

 

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  • Location
    Brussels, Brussels
  • Department
    Secretariat General (OSG)
  • Employment Type
    Full-Time
  • Minimum Experience
    Experienced
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