We are looking for a Secretary in the Political, Press and Information Section, under the supervision of the Head of Political, Press and Information Section at the EU Delegation to Kenya.
Offer
We are looking for a Secretary in the Political, Press and Information Section, under the supervision of the Head of Political, Press and Information Section at the EU Delegation to Kenya.
The workplace is Nairobi, for a fixed term contract of two (2) years, subject to six months’ probation and it is open to Kenya nationals and residents with a valid work permit. We offer a competitive position in a lively and multicultural environment. Full time of 37.5 hours per week (under flexible time regime), and remunerated according to a salary table in shillings (basic minimum 193,263KES), including a supplementary pension scheme and medical insurance, offered to employees and their families under certain conditions.
After recruitment, the chosen candidate will occupy a specific Local Agent job Category 3, for a job description that can evolve according to the needs.
Main objectives:
To provide administrative support to the Political, Press and Information section of the EU Delegation Kenya and other sections when required.
Main tasks:
- Coordinate and arrange meetings related to the section (s)
- Organise and support events/meetings/conferences
- Draft meeting minutes and contribute to meeting reports
- Support Press and Information activities
- Arrange logistics for missions
- Arrange logistics for visitors
- Prepare HOMS (Head of Missions) meetings briefing folder
- Analyse/sort and dispatch incoming and outgoing correspondences in a timely manner, upon general instruction from the Head of Section (HoS)
- Ensure proper filing of files/notes for the HoS/section
- Prepare the archiving files for the section(s)
- Coordinate logistics arrangements and administrative issues for the HoS/section
- Any other duties assigned by the HoS
- Maintain close working relationship with the secretariat of the Head of Delegation
EDUCATION and experience required
- Kenya Certificate of Secondary Education (or equivalent in European education systems of 12 years of schooling)
- Diploma in Secretarial/Administration Studies or equivalent – an added advantage
Language qualifications
- Excellent knowledge of English (working knowledge)
TECHNICAL KNOWLEDGE
- Excellent computer knowledge in MS Office and skills in document management (filling/archiving)
SPECIALIST Knowledge
- General Secretarial duties
- Office Management
- Specific knowledge of the EU working procedures will be an advantage
SKILLS
- Communication Skills
- Excellent oral and written communication and good presentation skills and ability to develop and maintain networks of contacts.Interpersonal Skills
- Ability to build and maintain positive working relationships with colleagues, counterparts from EU member states, UN agencies and third countries, and other stakeholders, and ability to adapt well to a multi-cultural environment.Intellectual skills
- Ability to identify needs and constraints, to set priorities and translate them into action, and capacity to provide solutions.Management skills
- Personal initiative and ability to work independently upon general instructions, to focus on priorities, to monitor and evaluate progress and to meet deadlines.
PERSONAL QUALITIES
- Open flexible personality.
- Excellent organizational skills.
- Ability to perform duties with speed and accuracy without immediate and constant supervision.
- A high degree of integrity and the ability to deal with confidential information.
- Team player
Other information
After a positive documentary analysis, the selection panel will invite the candidate to a written test plus oral interview to those shortlisted.
The selected candidate, will be proposed to sign a fixed term contract of two (2) years, subject to six months’ probation. For the selected person who does not have Kenyan nationality, s/he will be required to prove his/her residence and work permit in Kenya, and the Delegation is not responsible for this request.
The Delegation implements an equal opportunities policy and will implement the necessary measures to avoid any kind of discrimination during the recruitment process. As such, all applicants with special needs (e.g. people with reduced mobility…) are invited to mention them.
Any personal data covered by the application, selection and recruitment process are processed in accordance with Regulation (EC) No 45/2001 of the European Parliament and of the Council of 18 December 2000 on the protection of individuals with regard to the processing of personal data by the Community institutions and bodies and on the free movement of such data. Data shall be processed by the entity responsible for the processing of the data solely for the purposes of the selection and be destroyed when recruitment is done. This does not affect their possible transmission to bodies responsible for a monitoring or inspection mission in accordance with EU law.
Caution: The applicant must verify that he/she fulfills all the conditions.
The absence of one of these conditions or documents is a reason for the rejection of the application.
The Delegation will not communicate any response to the applicant.
Only the applicants admitted to the written tests will be contacted by letter, eventually transmitted by e-mail, which shall arrive before the 31 July 2025. The absence of contact from our side is a sign of exclusion in the previous step.
Henriette GEIGER
Head of Delegation
