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Junior Secretary (AST1)

ECHA - European Chemicals Agency - 15 October 2009

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Job Description

VACANCY NOTICE N° ECHA/TA/2009/021

Junior Secretary M/F
Grade AST 1

1. THE JOB

ECHA is organising the current call for expressions of interest, based on qualifications, interview and practical tests, to constitute a reserve list for the post of Junior Secretary.

Junior Secretaries will provide secretarial and clerical services to Heads of Units or provide administrative support to the operational teams of ECHA implementing technical, scientific and administrative aspects of the Regulation on Registration, Evaluation, Authorisation and Restriction of Chemicals (REACH). Reporting to the relevant Head of Team or Unit, the job can include one or more of the following tasks:

•    Managing telephone calls, correspondence and documentation and provide information on matters relating to the team;
•    Receiving visitors;
•    Taking notes and minutes of meetings;
•    Basic drafting, editing and formatting of correspondence and other documentation;
•    Preparing presentation slides;
•    Contributing to the good communication with other services of ECHA and  external correspondents;
•    Providing appropriate support to the organisation of meetings, events, and missions;
•    Within the organisation of meetings etc., providing support for the preparation of relevant documents as  well as all secretarial services;
•    Handling travel and accommodation arrangements, where necessary processing reimbursement claims in accordance with applicable rules;
•    Initiating financial procedures;
•    Managing the workflow of mission requests and mission cost claims of ECHA staff and external experts;
•    Keeping calendars up-to-date;
•    Providing assistance to the setting up of electronic and conventional document management systems for the team (contact lists, mailing, typing, photocopying, scanning, filing and archiving);
•    Managing documents and/or databases;
•    Deputising for other secretaries during absences;
•    Providing ad-hoc secretarial and administrative services internally to Unit staff members and when necessary, to other ECHA staff;
•    Supporting the Unit’s processes and workflows;
•    Performing other related task assigned by the supervisor.

2. FORMAL REQUIREMENTS

You must fulfil the requirements set out below.

2.1. General conditions

•    Be a national of a Member State of the European Union  or a national of the European Economic Area (Norway, Iceland, Liechtenstein),
•    Enjoy your full rights as a citizen,
•    Have fulfilled any obligations imposed by the laws concerning military service,
•    Produce the appropriate character references as to your suitability for the performance of your duties,
•    Be physically fit to perform your duties,
•    Have a thorough knowledge of one of the languages of the European Union and a satisfactory knowledge of another official language of the European Union to the extent necessary to perform your duties.

2.2. Qualifications

a)    Successful completion of post-secondary level education attested by a diploma;
Or
b)    Successful completion of secondary education giving access to post-secondary education and appropriate professional experience  of at least three (3) years.

2.3 Experience

There is no minimum professional experience requirement for this profile, beyond the requirements of the second paragraph of 2.2 above.

3. SELECTION

If you meet the formal requirements set out above, you will be assessed in view of selection for interview on the basis of the following criteria:

•    Your academic and professional qualifications and their relevance to the tasks listed in section 1. “THE JOB” above;
•    Your professional experience: the range of fields covered; the type and level of work done; and its relevance to the tasks listed in section 1. “THE JOB” above;

The following will be considered as assets:

•    Secretarial training or relevant supplementary courses;
•    Experience of working abroad and/or in an international/multicultural environment.
•    Fluency in one or more of the following languages: Czech, Danish, Dutch, Estonian, Latvian, Lithuanian, Maltese, Polish, Portuguese, Romanian, Slovak, Slovenian.

4. INTERVIEW AND TESTING

If selected for interview, you will be assessed in the interview on the basis of the following criteria:

•    Understanding of secretarial and clerical duties and tasks;
•    Service orientation;
•    Communication and interpersonal skills;
•    Organisational skills and attention to detail;
•    Very good command of both written and spoken English;
•    Aptitude for team work;
•    Sense of initiative;
•    Ability to work under time pressure.

Your ability to carry out everyday secretarial tasks using standard office automation software (Microsoft Office) will be assessed by means of practical tests.

5. PLACEMENT ON THE RESERVE LIST

The candidates who are judged to be the most suitable on the basis of the criteria listed in both 3 and 4 above will be placed on the reserve list.

6. APPLICATIONS

The Vacancy Notice, Guide for Applicants, Application Form and ECHA CV are published on ECHA´s website at the following URL:http://echa.europa.eu/opportunities/positions_en.asp at the beginning of week 43. These documents contain all the information required. If you nevertheless have a question, you may send an email to jobs@echa.europa.eu.

The closing date for submission of applications for the call ECHA/TA/2009/021, Junior Secretary is Monday 23 November 2009 at midnight 24:00 Helsinki time (23:00 Central European Time).

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