Post Title: Executive Assistant
Office: Department of Structural Economic Transformation and Trade
Supervisor: Expert ENRG and/or Expert RCA /P4
Duty Station: Head of OACPS Geneva Office, Geneva
Posting period: 21 September 2021 to 15 November 2021
Post Number: ACP/41/082/21/AFHR/HR/CNA
No. of Vacancies: 1
I. Organizational Context
Under the overall guidance and supervision of the Head of the OACPS Geneva Office, the Executive Assistant provides executive administrative support on matters pertaining to the substance and operations of the OACPS Geneva Office, applying administrative rules and regulations and establishing internal operational procedures to enable the smooth functioning of the Office. He/she helps ensure effective and efficient functioning of the OACPS Geneva Office, including management of information flow and follow-up on deadlines and commitments made.
With regard to internal focus, the Executive Assistant works in close collaboration with all staff in the Brussels office and OACPS Geneva Office.
With regard to external focus, being the first point of contact for all the visitors to the ACP Geneva Office, the incumbent interacts with delegates of the Missions of the OACPS and EU and Geneva-based international organizations to ensure efficient flow of information, actions on instructions, agendas.
III. Functions / Key Results Expected
Summary of Key Functions:
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 OACPS Geneva Office; the degree of its organization and efficiency determines to a large extent the quality of the overall management of the Office. As the staff member providing immediate support to the Head of the Geneva Office, the role of the Executive Assistant is critical, and the incumbent is responsible for providing an accurate analysis and presentation of information strengthens the capacity of the OACPS Geneva Office and promotes the image of Secretariat of the OACPS as an effective contributor to the development of the OACPS.
Managing Documents, Correspondence and Reports:
Planning, Organizing and Multi-Tasking:
VI. Recruitment Qualifications
Secondary school diploma (Advance Level) or equivalent and secretarial diploma.
Minimum of eight (8) years of progressively responsible secretarial, administrative, programme experience is required at the national or international level.
Good oral and written knowledge of English and/or French. Knowledge of Portuguese or Spanish would be an asset.
Shortlisted applicants will be interviewed and may be assessed through other methods.
Candidates for the position are subject to local recruitment in accordance with the Employment Regulations of the OACPS Secretariat and must have the legal right to live and work in Switzerland.
Staff Members of the OACPS are subject to the authority of and duties assigned by the Secretary General and will discharge their functions under conditions established by the Secretary General.
All employment decisions are made on the suitability of the candidate and the needs of the OACPS. Due regard will be paid to the importance of recruiting staff on as wide a geographical basis as possible.
The appointment to this position is for an initial period of 1 year and renewal thereof is subject to the needs of the OACPS and availability of the post or funds.
Applications for this post should be sent by e-mail to: email@example.com and must reach the Secretariat by midnight on the deadline date.
Applications must be accompanied by an updated curriculum vitae completed in the following format: https://europass.cedefop.europa.eu/editors/en/cv/compose. Applications in another format will be treated as incomplete and will not be considered for further evaluation. Applicants must provide copies of degrees, diplomas, certificates and any other document attesting to their competence and professional experience.
Only shortlisted candidates will be contacted and those under serious consideration will be subjected to reference checks.
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