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Temporary Agent (M/F) Junior Secretary

ECHA - European Chemicals Agency - 04 November 2009

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Job Description

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. 

 
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