Обява за работа в Представителството в България: Секретар на Ръководителя

Secretary to the Head of Representation

Contract Agent - Function Group II

We are:

DG Communication (DG COMM), as a corporate communication service, promotes the policy priorities of the European Commission and contributes to bringing Europe closer to citizens. The Representations in all Member States play a crucial role in this. Their main tasks are:

• Support the President and the Members of the Commission by reinforcing the political and media profile of the European Commission in the Member States, including the preparation, organisation and follow up of visits of the members of the College. Representing the European Commission in the respective Member State towards national, regional and local authorities, media, stakeholders and citizens.
• Country‐specific Economic and Political Information and Analysis: Representations provide the Commission with in‐depth, accurate and timely information and analysis regarding relevant developments in the Member States and the views of the Government and, political parties, think tanks and civil society.
• Press and Media Communications: in cooperation with the Spokesperson's Service, Representations communicate on behalf of the Commission. 
• Outreach to Citizens: Representations provide outreach and communication to citizens and stakeholders/multipliers in the Member States, by managing information networks and by explaining the policy priorities of the Commission in a local context..

We propose:

A challenging position ensuring the secretariat of the Head of Representation, the general administrative support and a horizontal coordination between the teams in order to contribute to the good functioning of the European Commission in Bulgaria.

The main functions and duties include OPERATIONAL, ADMINISTRATIVE and LOGISTICAL SUPPORT, DOCUMENT MANAGEMENT:

• Minutes of meetings, correspondence of the Representation
• Filtering phone calls, planning of the meetings’ agenda
• Representations’ mail, diplomatic pouch
• Organisation of missions, trips and Commissioners’ visits
• Logistical support in organising of meetings, events and follow-up
• Document Management Officer of the Representation

We look for:

Job Profile

Functions and duties 

+ OPERATIONAL and ADMINISTRATIVE SUPPORT and RESOURCES 

• Take note, write, prepare and clean notes; write and type correspondence of the Head of Representation. 
• Carry out various administrative tasks as the planning, the filtering of the phone calls and the filling of documents.
• Ensure the good general administrative management of the Representation (coordination of sections' secretariats, etc.).
• Organisation of trips, hotel reservations, transports, missions orders and costs declarations. 

+ INFORMATION and DOCUMENT MANAGEMENT 

• Follow-up of mail and emails of the Representation (recording, distribution, filling, archiving), mailing lists management, updating of addresses databases. 
• Coordinate administrative documents and search for specific and thematic documents. 
• Supervise the preparation of all medium for meetings to which the Head of Representation has to assist (including documental medium). 
• Respect and follow related legal and administrative regulations and implementing guidelines 

+ INTERNAL COMMUNICATION (general) 

• Contribute to a good communication within the Representation. 
• Ensure the good internal coordination and communication between the Head of Representation and the different sections. 

+ LOGISTIC SUPPORT 

• Ensure the logistical support in the organisation of meetings, lunches, exhibitions, conferences, visits: rooms reservations, gathering of working documents as well as the follow-up (minutes management, welcome and information to visitors). 

+ ENVIRONMENTAL MANAGEMENT 

• Contribute to corporate projects and discussions, committees and work groups as required 
• Plan, coordinate and attend all type of audits for the EMAS verification exercise. 
• Act as (back-up) EMAS Coordinator. Provide technical and operational support to implement and monitor EMAS policies and other applicable rules and standards at the Representation.

Job requirements

Experience

+ INFORMATION and DOCUMENT MANAGEMENT, OPERATIONAL and ADMINISTRATIVE SUPPORT and RESOURCES

Job-Related experience: at least 3 years

Qualifier: desirable

Languages

Knowledge

OPERATIONAL and ADMINISTRATIVE SUPPORT and RESOURCES

• SECRETARIAL SUPPORT
  • Secretarial methods and techniques

IT TOOLS for SPECIFIC APPLICATION AREAS

• IT tools for OFFICE AUTOMATION
  • Excel
  • Outlook
  • Word
• IT tools and systems for HRM
  • MIPS (Missions Integrated Processing System)
• IT tools and systems for ARCHIVES, MAIL and DOCUMENT MANAGEMENT

INTERNAL MANAGEMENT and COORDINATION (DG/Service/Company)

• Missions and mandates of the Directorate General
• Internal organisation of the Directorate General

Competences

• Analysing and Problem Solving
  • Capacity to analyse and structure information
• Communicating
  • Ability to understand and be understood
• Delivering Quality and Results
  • Ability to work in a proactive and autonomous way
  • Client orientation
• Prioritising and Organising
• Resilience
  • Stress resistance
• Working with Others
  • Ability to work in a team
  • Confidentiality
  • Diplomatic skills
• Leadership
  • An awareness of and attentiveness to individual differences

Recruitment policy:

DG COMM encourages mobility for all CA 3a and 3b employed in Commission services, as well as accepts applications from candidates registered in recent CAST lists.

How to apply:

Applications (CV and a motivation letter) should be sent via e-mail to:

COMM-REP-SOF-APPLICATIONSec [dot] europa [dot] eu (COMM-REP-SOF-APPLICATIONS[at]ec[dot]europa[dot]eu), mentioning in the subject of the message "Secretary to the Head of Representation, 2025".

Deadline for applications: 06/02/2025, 12:00 Brussels time

Important Information:

Potential applicants must be registered in one of the relevant calls for expression of interest for Contract Agents (CAST Permanent) corresponding to the Function Group of the position.

For more information, please consult the website of the European Personnel Selection Office.

Pre-selected applicants who have not passed the relevant EPSO selection procedure (CAST Permanent) would be invited to do so.