Administrative Assistant – Delegation of the European Union to Botswana and SADC

The European Union Delegation to Botswana and SADC is looking for an:

Administrative Assistant

We are

The European Union is a unique economic and political union between 27 EU 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 are responsible for all policy areas of the relationship between the EU and the host country – be they political, economic, trade or on human rights – and in building relationships with partners in civil society. In addition they analyse and report on political developments in their host country. They also programme development cooperation through projects and grants. A fundamental aspect of a Delegation is its public diplomatic role which consists in increasing the visibility, awareness and understanding of the EU.

The EU Delegation to Botswana and SADC develops and maintains good and effective contacts with the national, regional, local authorities, administrations and foreign representatives. Raises awareness about the European Union, its institutions and programs implemented in Botswana and supports the preparation and implementation of the technical assistance programs financed by the EU.

We offer

We offer a post of Administrative Assistant. Under this post, the recruited person will be attributed functions depending on the needs of the Delegation. Upon recruitment, the successful candidate will occupy a specific job function as Administrative Assistant – this job function may be changed in accordance with the needs of the Delegation. Under this job function the successful candidate will serve as technical and support staff to Administration Section under the supervision and responsibility of the relevant head of section.

Functions will include initiation and follow-up of transactions concerning administrative activities (budget monitoring, backup of accountant, initiating officer for administrative expenditures etc), procurement/tender procedures (assistance in formal aspects and drafting of amendments and contracts), implementation and management of contracts (service, rental and other contracts, negotiations with contractors etc.), management and maintenance of infrastructure (including office premises, Residence, expatriate staff housing, vehicle management), HR management (medical issues, rents, salaries, employment issues etc.), and every other administrative tasks if needed by the employer. The specific duties of the employee shall be decided and may be adapted by the employer according to the needs of the European Union.

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We offer an interesting permanent position in an international environment with a basic monthly salary starting from P22,236 (Group II). Benefits, such as additional pension scheme and medical insurance, are offered to employees and their families under certain conditions.

Place of employment is Gaborone, Republic of Botswana. The contract signed with the selected candidate will be subject to local legislation. The length of the working week is 37 ½ hours.

SELECTION CRITERIA

Minimum Requirements:

· Medically fit to perform the required duties;

· Be national or with permit for employment under local law;

· Excellent command of English language, both oral and written;

· Upper secondary education;

· Minimum 3 years of proven work experience;

· Excellent writing skills;

· Knowledge of IT tools: MS Office applications (Word, Outlook, Excel, PowerPoint)

The following criteria will be considered an asset:

Education

University degree of at least 3 years

Experience

· Proven working experience in relevant fields at international level such as in an international organisation, multinational company or abroad;

· Experience in HR management

· Studies in a country of the European Union

· Exposure to the European culture (by travels, cultural or professional activities etc)

Communication skills

· Capacity to communicate clearly, presenting complex matters in an understandable manner, both orally and in written form.

· Ability to develop contact and to communicate confidently with colleagues and external contacts.

· Working knowledge of Setswana language

· Working knowledge of French language and/or other European languages

Interpersonal skills

· Communicative team-player with service-oriented attitude.

· Open to cultural diversity with ability to listen, consult and share information and ideas.

Intellectual skills

Ability to identify and analyse key points in verbal and numerical information, evaluate alternatives objectively and make sound, logical and well-argued judgements taking on board the impact of decisions.

Management skills

· Capacity to focus on priorities and be able to deliver on time.

· High sense of responsibility.

· Good organizational skills.

· Sensitivity to diverse cultural environment.

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Personal qualities

Ability to prioritise and carry out tasks flawlessly, even when working under pressure or within tight deadlines, and to respond quickly to new demands.

· Commitment to assure quality, speed and accuracy in performing technical and procedural duties.

· Show initiative and proactivity.

· Ability to manage several activities at the same time

· Ability to work alone with minimal supervision and in a team.

· Be flexible, honest and discreet.

How to apply

Please send your application and supporting documents to the following email address (subject: Admin Assistant):

DELEGATION-BOTSWANA-HOA@eeas.europa.eu(link sends e-mail).

The application should include :

ü Motivation letter

ü Detailed Europass CV (you can download it at https://www.my-resume-templates.com/europass-cv/(link is external))

ü Identity card / residence permit

ü 2 reference letters

The procedure

Applications will be reviewed by a Selection Committee in charge of preparing a short-list of candidates considered to be the most suitable for the post. Short-listed candidates will be requested to send additional supporting documents and, if compliant, invited to an assessment phase in form of a written test and/or an interview. During this phase, the Selection Committee may also verify knowledge of IT Tools as well as any other language the candidate declares in the CV. Documents provided will not be given back to candidates.

The candidates who have not been short-listed will not be contacted individually; however, the Delegation will use the same means of publication as for this Vacancy Notice to inform the remaining candidates once the recruitment procedure has been completed and that a candidate has (or has not) been recruited.

The Delegation will not supply additional information or discuss the selection procedure by telephone: please address any queries concerning this procedure to email:

DELEGATION-BOTSWANA-HOA@eeas.europa.eu(link sends e-mail)

The deadline for applications is: 18th June 2021