Delegation of the European Union to Montenegro

Name: Post: Local Staff Grade: Group III Post Number: 114021 Section: ADMINISTRATION Start Date: 1.04.2016 Job title: ADMINISTRATIVE SECRETARY

Job definition :

Under the direct supervision of the Head of Section, he/she will execute secretarial tasks related to the Section.

Functions and duties:

 Liaising with other Secretary of the Delegation;  Photocopying, filing and archiving for the Section;  Maintain the section's database and assemble files and collect supporting documents;  Keep records of section meetings and follow up actions;  Other ordinary secretarial tasks for the Section;  Back up other sections on specific request in case of specific workload;  Share the agenda of the section with colleagues;  Office building management: office premises, residence and housing of officials, security issues;  Supervising of administration and technical staff: receptionist, guards, cleaners;  Managing the agenda of the Head of Section;  Managing documents – Chrono in/Chrono out for the section (Section Document Management-ARES);

Job requirements a) Education

Completed high school degree.

Lower education level followed by 5 years of proven professional experience in similar functions may replace high school diploma.

A specific training in Administrative Studies and secretarial tasks is highly appreciated. b) Professional experience A professional experience pertinent to the duties to be carried out of at least two years after either occurring cases of 2)a of minimal education level or equivalent replacing proven experience. Experience with European or international institutions are highly appreciated. Experience with working procedures and methods of the EU are highly appreciated. c) Legislation

If the applicant does no have Montenegrin nationality she/he has to be resident in the Republic of Montenegro and have a working permit. d) Informatics

Candidates must proof a good knowledge of computer tools (Outlook, Excel, Word) and specifically of Spreadsheets. Demonstrate ability to quickly learn new tools and sharing experience with colleges.

4) Competencies a) Languages Thorough knowledge of the local language. Thorough knowledge of English. Perfect knowledge of drafting and writing in English is mandatory.

The knowledge of a second Community language is highly appreciated. b) Personal qualities

Flexibility, initiative, capacity to work under pressure and to respond quickly to new demands. Commitment to assure quality, speed and accuracy in performing technical and procedural duties High degree of responsibility and discretion. Respect of rules and procedures.