Secretary

• Function title: Secretary
• Reference: NOC-NM-2021-FGII/364
• Location: Brussels - Information about living in Brussels
• Nature of the competition: Internal and external competition
• Applicable regulations: Conditions of Employment of Contract Staff at EUROCONTROL
• Grades: AC 4/5 - Check salary simulations for the basic grade
• Generic post: Secretary (FG-II) (4/5 )
• Number of posts: 1
• Duration: 3 Year (s)
• Security clearance: Personal Security Clearance may be required in accordance with the relevant ECTL security policies.
• Directorate/Service: NMD/OFF - The Director and the Office of the Director
• Competition publication date: 11/11/2021
• Competition closing date: 09/12/2021 (23:59 Brussels time)
• Reserve list: Applicable - See details in the "Useful information" section

Your team

Within the Network Management Directorate , the Office of the Director assists the Director Network Manager in the execution of his duties in both long-term and the day-to-day business of the Directorate.

Your role

Your role will be to:

• Provide secretarial and administrative support including agenda management, filing, filtering calls, drafting general correspondence, dispatching information, preparing files and presentations for meetings, taking notes, managing office supplies etc..
• Follow up pro-actively on correspondence, outstanding replies and actions resulting from meetings.
• Support internal staff management processes such as leave, flexitime and missions, etc..
• Provide secretarial/administrative support to individual projects as required.
• Support the communication of relevant items to management and staff inside and outside the service.
• Coordinate actions to organise the necessary meeting facilities and logistics in support of the organisation of meetings and special events.
• Carry out any other administrative or secretarial task in line with the main purpose of the job.

Required qualifications, experience & competencies

• Post-secondary education attested by a diploma or secondary education attested by a diploma giving access to post-secondary education and relevant professional experience of at least 2 years. A secretarial or office administration education is considered a strong advantage.
• A minimum of 1-year relevant experience in an administrative or secretarial function.
• Experience with administrative processes (e.g. meeting requests, agenda management).
• Experience in meeting support.
• Experience with mission preparation (i.e. flights, hotel bookings).
• Drafting skills in English and French.
• Experience in the use of standard office applications.
• Result focus: Strives to meet work expectations.
• Planning and organising: Displays an organised and methodical approach.
• Quality focus: Delivers consistent quality in work.
• Communication: Fosters two-way communication.
• Team work: Displays a collaborative approach.
• Confidentiality and discretion.
• Ability to work in a multinational and multicultural environment.
• Professional conduct in line with the corporate behaviours of the Agency, i.e. result-driven, readiness to change, customer focus, integrity and team-player approach.
• The working languages of the Agency are English and French. For this particular job, candidates must be proficient users of English and French at level C1/C2. 
  The levels relate to the Common European Framework of References for languages (CEFR).

Useful information

• Applications will be accepted from nationals of EUROCONTROL Member States only.
• The selected candidate will be offered a contract of 3 Year (s) pursuant to the provisions of the Conditions of Employment of Contract Staff at EUROCONTROL. The contract may be renewed. Before being established in the post, he/she will be requested to provide certified copies of his/her degrees and successfully serve a probationary period of 9 months.
• The successful candidate shall be appointed in principle at the basic grade of the advertised grades.
• In case of reserve list: Suitable candidates, however not selected to fill the post, will be placed on a reserve list for similar functions. The period of validity of reserve list is 1 year from the closing date of applications.
• Information on salary and benefits can be found on the web page: http://jobs.eurocontrol.int/what-we-offer
• EUROCONTROL is committed to non-discrimination and equal opportunities. We welcome applications from all qualified candidates, irrespective of gender, age, disability, race, colour, ethnic or social origin, religion or belief, marital or parental status and sexual orientation.
  In the event of equal merit, preference may be given to the applicant from the under-represented diversity characteristics.
• Candidates should go to our Jobs website and read the tips on how to apply. Item 1 includes information on the EUROCONTROL competency models (technical & behavioural) – Candidates should refer to the behavioural competency model to know the behaviours expected for the different levels.