• Contract type: Local Agent

The post of Secretary (Local Agent Job Profile of Secretary, Group III in the Delegation’s Administration Section, under a fixed-term employment contract of two years, with a possibility of renewal under reserve of budgetary availabilities and operational considerations.

We are

The European Union (EU) is an economic and political partnership between 27 European countries. It plays an important role in international affairs through diplomacy, trade, development aid and working with global organizations. Abroad, the EU is represented through more than 140 diplomatic representations, known also as EU Delegations, which have a similar function to those of an embassy. 

The EU Delegation to the Botswana and SADC in Gaborone works in close coordination with the Embassies and Consulates of the 27 EU Member States. We are a fully-fledged diplomatic mission and represent the European Union in dealings with the Botswana government in areas that are part of the EU’s remit.

We offer

The post of Secretary (Local Agent Job Profile of Secretary, Group III in the Delegation’s Administration Section, under a fixed-term employment contract of two years, with a possibility of renewal under reserve of budgetary availabilities and operational considerations. For internal candidates holding an indefinite-term contract, alternative contractual arrangements may apply in accordance with institutional policies. The team consists of 9 people and there are occasional atypical working hours.

Under this post, the recruited person will be attributed functions depending on the needs of the Delegation, and on the changes of these needs. The successful candidate will serve under the supervision and responsibility of the Head of Administration, providing support, expertise and assistance in accounting, budget monitoring and reporting, and administrative support.

The following main tasks and duties are currently required:

SECRETARIAT

  • providing the Secretariat-General for the Administration Section, including managing correspondence, preparing and following up meetings, drafting minutes, making appointments and organising and archiving files (excluding accounting files);

  • Preparation of Verbal Notes and follow-up of applications for expatriate staff to the competent Ministries (obtaining diplomatic cards, visas, driving licences, customs clearance of personal effects, exemptions and other)

  • Follow-up and validation of drivers’ services in the dedicated application

  • Organisation of missions

  • Maintain and update the Section's contact database in Outlook

  • Contribute to the analysis of the needs of the service and ensure its operational follow-up

  • Follow-up of communication and needs of other sections 

  • Provide support for team missions in the relevant application

  • Deputise for the Administrative Assistant (AL2) in the event of absence

HUMAN RESOURCES

  • Participate in local recruitment procedures

  • Maintenance of personnel records 

  • Support for the management of the leave of local staff using the dedicated applications;

INFRASTRUCTURE (back up of the administrative assistant)

  • Support for the day-to-day management of the Delegation’s movable and immovable assets 

  • Management of accommodation for expatriate staff covered by Article 5(5) (research, furnishings, inventory);

  • Participate in the annual property inventory exercise (Residence and Delegation).

  • Management and supply of office supplies

LOGISTICS (back up of the administrative assistant)

  • Ensure proper implementation of the logistics service contract for the maintenance of offices and accommodation (pest control, air conditioning, generators, miscellaneous repairs, etc.);

  • Responsible for contacting the service providers for the necessary repairs within the Delegation and the Residence, monitoring the work until it is completed and sending invoices;

  • Provide logistical support for VIP visits, social or visibility events, in collaboration with the Policy, Press and Information section, as well as for technical missions under the Administration section.

Carry out any other administrative tasks required by the Head of Section or Head of Delegation

The base salary will depend on relevant and verified employment experience, typically starting from BWP 19,366 per month.  There is a competitive benefits package, subject to certain conditions, including personal leave days and public holidays, health insurances and a retirement savings plan.

The expected start date will be 01/12/2026.

Minimum requirements / eligibility criteria (necessary for the application to be considered)

  • Minimum of secondary education diploma followed by post-secondary degree in administration

  • Minimum of 5 years of experience in business or public administration. The professional experience must be acquired after the date on which the qualification allowing access to the post was obtained. 

  • Excellent knowledge (C1) of English

  • Fluent in Setswana

  • Excellent knowledge of Excel and proficient use of standard office technology and systems.

  • Right to residence and work in Botswana

  • medical fitness to carry out the tasks assigned

Assets/selection criteria (basis for awarding points to select the best applicant)

  • University degree in administration

  • Comprehension of French

  • Experience in a diplomatic mission, a development agency or in a multi-cultural international setting

  • Experience working with the European Union policies and procedures

  • Knowledge of the EU Financial Regulation and the relevant financial rules and accounting policies and practices

How to apply

The applicant must apply by sending

  • a motivation letter, signed
  • a CV (to include, at the minimum, exact job titles, employers names and detailed tasks descriptions) using one of the Europass templates available at https://europass.europa.eu/en
  • Copy of ID card or poof of right to residence and work in Botswana

by email to eeasjobs-099@eeas.europa.eu  mentioning in the email subject: “ Ref: 157066 – JOB TITLE: Secretary “ no later than 16:00 local time (GMT+1) on 05/11/2026. 

Caution:   The applicant must verify that he/she fulfils all the conditions. For easy verification, the applicant must mark all the squares r relating to each document or application condition. The absence of one of these conditions or documents is a reason for the rejection of the application.

The process

After the deadline for applications, the eligible applications will be admitted to the Selection by the Committee set up for this purpose. 

Successive phases of Selection will include shortlisting of candidates based on assessment of the information provided in the cover letter and CV. The first 10 highest ranked candidates will be invited to practical testing followed by interviews. At least 5 of the best candidates will be invited to the final interview subject to prior submission of their education and employment certificates.

Only candidates admitted to each successive selection phase will be contacted individually. The Delegation will not supply additional information or discuss the selection procedure. During the selection process, please do not contact the members of the Selection Committee, but address your questions and comments to the Delegation’s Administration.

The successful candidate will be subject to a medical check and background check incl. good standing as citizen before recruitment.

Candidates who wish to lodge a complaint regarding the recruitment process may submit a written communication to the functional mailbox to which they sent the initial application. Upon receipt, the Delegation will review the matter and, where appropriate, consult Headquarters before providing a response.

EQUAL OPPORTUNITIES: 

The European Union is committed to an equal opportunities policy for all its employees and applicants for employment. As an employer, the EU is committed to promoting gender equality, preventing discrimination on any grounds and ensuring a zero tolerance approach to any form of harassment. It actively welcomes applications from all qualified candidates from diverse backgrounds. We aim at a service which is truly representative of society, where each staff member feels respected, is able to give their best and can develop their full potential.

If pre-selected, candidates with disabilities are invited to contact the Delegation in order to accommodate any special needs and provide assistance to ensure equality of opportunities with other candidates. 

If a candidate with a disability is selected and recruited, the EEAS is committed to appropriate measures in order to accommodate his or her special needs to the working place or working conditions in accordance with Art 4 of the Decision ADMIN(2025)13 of the Director-General for Resource Management of the European External Action Service on providing reasonable accommodation for local staff with disabilities working in Union Delegations.

DATA PROTECTION NOTICE:

https://www.eeas.europa.eu/eeas/eeas-privacy-statement-data-protection-notice-purpose-processing-personal-data-related-recruitment_en   

At Impactpool we do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify. Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.