Operational Assistant

3 months ago

Ottawa, Canada European Union Delegation to Canada Full time

**The European Union Delegation to Canada is looking for**:
**Secretary - Operational assistant**

(Ref JP/07923 - EU/CAN/2024/FPI)

**We are**

The European Union (EU) is an economic and political partnership between 27 European countries. It plays an important role in international affairs through diplomacy, trade, development aid and working with global organisations. Abroad, the EU is represented through more than 140 diplomatic representations, known also as EU Delegations, which have a similar function to those of an embassy.

The Delegation of the European Union to Canada was established in 1976 and covers all policy areas of the bilateral relationship between the EU and Canada.

**We offer**
- Job Type : Full-time (Permanent contract)
- Place of employment : EU Delegation - Suite 1900, 150 Metcalfe Street, Ottawa, ON, Canada
- Working hours; 37,5 hours/week (Monday to Friday)
- Group : Secretary (group 3 in the EU Local Agent system)
- Minimum basic salary before taking into account relevant prior experience: 4.234 CAD/month (gross)

We offer a competitive position in an international environment. Benefits, such as additional pension scheme and medical insurance are offered to employees and their families under certain conditions.

**Job description**

Overall Purpose: To provide general administrative, operational and secretarial assistance to the Foreign Policy Instruments (FPI) team in Canada and in the Americas.
- Prepare meetings, draft minutes and ensure follow-up
- Ensure circulation of information within the team and with external partners
- Electronic filing for documents
- Assist the colleagues in the organisation of their work, meetings and missions.
- Help to establish contact with local authorities, embassies, international organisations, project partners and other relevant stakeholders
- Draft routine/standard letters and notes, language verification of notes and reports
- Proofread, edit and provide input to section documents
- Follow-up of incoming mail, correspondence, outgoing mail, mailing and addressees lists.
- Encode invoices
- Maintenance of financial and contractual documents (including registration, transmission, filing and archiving)
- Manage operational mailboxes
- Provide procedural and administrative support for projects managed by the team
- Support on updating and managing the team’s operational files.
- Support in preparation of meetings, agendas and invitations
- Keep and coordinate the agendas of the team (incl. organisation and preparation of meetings, arranging appointments, collecting information, preparing files and briefings)
- Organise incoming visits and missions
- Organise the missions of the team members (travel arrangements, appointments)
- Any other tasks requested by the hierarchy.

**We look for**
- **Minimum requirements (eligibility criteria) **_
- It is important to note that the Delegation of the European Union does not sponsor visas for locally contracted Agents._
- Post-Secondary education or a secondary education attested by a diploma giving access to post-secondary education and appropriate professional experience of three years.
- Excellent command of English. Knowledge of French.
- At least **three years** of relevant experience (secretarial or administration).
- **Assets (selection criteria)**_
- A diploma in administration would be an advantage.
- Experience in project and/or financial management
- Working experience in international organization or Government institution
- Working experience in an EU Institution

Able to work with limited supervision; High degree of responsibility and discretion, Self-starter; Motivated; Good capacity to focus on priorities and to organise work; Good capacity to communicate clearly (both oral and written), Committed to assure quality, speed and accuracy; Detail oriented; Respect of deadlines; Able to deal with stressful situations and respond quickly to new demands; Team player; Capacity to work in a multicultural environment.

**How to apply**

The package should include a **cover letter** as well as a **detailed CV** (in PDF format) and supporting documents.

**Selection procedure**:
**Job Types**: Full-time, Permanent

Pay: From $4,234.00 per month

**Benefits**:

- Company pension
- Dental care
- Disability insurance
- Extended health care
- Life insurance
- Paid time off
- RRSP match
- Vision care

Schedule:

- Monday to Friday
- Weekends as needed

**Education**:

- Secondary School (required)

**Experience**:

- Microsoft Office: 1 year (required)
- Filing: 1 year (required)
- relevant: 3 years (required)

**Language**:

- English (required)

Work Location: In person

Application deadline: 2024-09-24
Expected start date: 2024-10-15

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