FIXED-TERM CONTRACT

Under the authority of a Head of Division, the incumbent will provide a variety of administrative and secretarial support, in compliance with general guidelines and priorities and with a concern for quality, efficiency and accuracy.

The incumbent performs the following key duties: 

›          receives, reviews and dispatches incoming correspondence, e-mails etc.; manages shared mailboxes;

›          drafts and formats standard correspondence, memos and presentations in accordance with instructions; organises physical and electronic files;

›          proofreads and makes grammatical corrections of texts and documents; checks translations; organises the production, distribution and publication of documents in print version or online;

›          carries out the practical and logistical organisation of meetings, official journeys and other events; keeps track of all administrative files and financial arrangements concerning these events;

›          makes travel, visa and accommodation arrangements for staff members and experts; assists in the reimbursement of travel and subsistence expenses in accordance with relevant procedures; verifies cost of missions and follows up on outstanding claims;

›          processes purchase orders for contract letters, administrative arrangements, consultancy contracts and service contracts in line with instructions and relevant procedures;

›          records, verifies and keeps up-to-date all kinds of data (files, documents, statistics, data bases, web sites, information and documentation tools etc.);

›          in certain sectors provides assistance in the implementation of projects.

Please note that the incumbent may be required to perform other duties not listed in the vacancy notice.

Only applicants who best meet the following criteria will be considered for shortlisting.

Qualifications: Completed full course of general secondary education, followed by a post-secondary qualification corresponding to a minimum of two years studies.

Experience: At least 2 years of professional experience relating to administrative, financial, project support or secretarial duties or similar.

Language requirements: Excellent knowledge of English, in oral and written communication, and knowledge of French. Knowledge of languages of the countries of the Council of Europe  external presence would be an advantage.

Nationality: Nationality of one of the 47 Council of Europe member states.

Age: Under 65 years of age at the closing date of the vacancy notice.

Council of Europe staff members adhere to the values Professionalism, Integrity and Respect.

Essential:

• Professional and technical expertise:

-        ICT skills: has sound computer skills of standard tools in office applications (word processing, spreadsheet, data bases, presentation software, and outlook). Professional experience in internet/intranet or social media publications would be an advantage; 

-        understands the activities of the Council of Europe.

›          Planning and work organisation

›          Analysis and problem solving

›          Concern for quality

›          Service orientation

›          Teamwork and co-operation

›          Adaptability

›          Initiative

Desirable: 

›          Communication

›          Learning and development

›          Resilience

For more information, please refer to the Competency Framework of the Council of Europe.

Applications must be made in English or French using the Council of Europe on-line application system.  By connecting to our website www.coe.int/jobs you can create and submit your on-line application.  Applications must be submitted at the latest  18 January 2016 (midnight Central European Time).

The selection procedure consists of shortlisting, assessment(s), and a panel interview.  Assessments may include one or more of the following: ability tests, behavioural questionnaires, job-related examinations, situational exercises, language tests, interviews and full assessment centres. At least one assessment will be eliminatory.

Depending on the number of applicants, the length of the required professional experience may be increased.

Candidates with the best results in the previous stages of the procedure (tests, exams, etc.) will, as a last stage of the procedure, be invited for an interview with a panel.

Following this competition, a reserve list of successful candidates, in order of merit, may be established. This list will be valid for two years with the possibility of extending it to a maximum of four years. It should be noted that placement on a reserve list does not give candidates the right to an appointment within the Council of Europe.  The choice of candidates from a reserve list is not made solely according to the order of merit but also takes into account the requirements of the position to be filled and the qualifications of the candidates.

During the period of validity of the reserve list, candidates on the list may be offered employment on a fixed-term contract, which may be renewed one or several times. There is a statutory probationary period of two years.

The compulsory retirement age is 65.

Details on conditions of employment including salaries, allowances, pension scheme and social insurance can be consulted on our recruitment website.

Under its equal opportunities policy, the Council of Europe is aiming to achieve parity in the number of women and men employed in each category and grade. In the event of equal merit, preference will therefore be given to the applicant belonging to the under-represented sex.

The Council of Europe welcomes applications from all suitably qualified candidates, irrespective of gender, disability, marital or parental status, racial, ethnic or social origin, colour, religion, belief or sexual orientation.

During the different stages of the recruitment procedure, specific measures may be taken to ensure equal opportunities for candidates with disabilities.

The Organisation

The Council of Europe is the continent’s leading organisation in the protection of human rights, democracy and rule of law. It was founded in 1949 in order to promote greater unity between its members  and  now includes 47 member states, all having signed up to the European Convention on Human Rights.

By Statute, the Council of Europe has two constituent organs: the Committee of Ministers, composed of the member states’ Ministers for Foreign Affairs, and the Parliamentary Assembly, comprising delegations from the national parliaments. The Congress of Local and Regional Authorities of Europe represents the entities of local and regional self-government within the member states. The Commissioner for Human Rights is an independent and impartial institution within the Council of Europe mandated to promote the awareness of and respect for human rights in member states.

The European Court of Human Rights is the judicial body which oversees the implementation of the Convention in the member states. Individuals can bring complaints of human rights violations to the Strasbourg Court once all possibilities of appeal have been exhausted in the member state concerned.

The Council of Europe has its permanent headquarters in Strasbourg (France) and in addition it maintains external presence in more than twenty countries. More information about the Council of Europe external presence.

* External recruitment procedure organised in accordance with Article 15B of the Regulations on Appointments