Applications will be considered on the standard Application Form
ONLY in MS Word-format. Please clearly indicate the position you are applying for.
Only applicants meeting minimum eligibility criteria will be considered:
• Successful completion of university studies of at least
3 years attested by a diploma at Bachelor’s level, AND
•
After having fulfilled the education requirements, a minimum 4 years of relevant and proven full-time professional experience in the private and/or public sector.
It is not necessary to send copies of qualifications and previous employment contracts, etc. at this stage.
Applicants will be short listed based on their professional qualifications and experience.
Applicants whose qualifications and experience best meet the eligibility criteria will be invited for interview.
Only applicants who are under serious consideration will be contacted. Please do not contact EUMM regarding the job conditions, personal/individual situations or the selection outcome.
When the selection process is complete, all applicants will be notified of the outcome (selection or non-selection).
EUMM Georgia processes personal data pursuant to Regulation (EU) 2018/1725 on the protection of natural persons with regard to the processing of personal data by the EU institutions and bodies and on the free movement of such data, as implemented in accordance with the CivOpsCdr instruction 12-2018 and its subsequent amendment(s) on the SOP on the Protection of personal data for CSDP Missions by the CSDP Missions.
Function:
Temporary Mission Support Department Administrative Officer (
1 post) - Maternity Leave cover for approximately six months
Salary Level: As per General Service Conditions of Local Staff employed by EUMM Georgia, serving in Georgia.
Job description:
1.Reporting Line
The Mission Support Department (MSD) Administrative Officer reports to the Head of MSD.
2.Main Tasks and Responsibilities:
•To assist the Head of MSD with the daily running of the department;
•To coordinate MSD document management in cooperation with the data management officer;
•To collect, classify, file and store all official incoming, outgoing and internal unclassified MSD documents according to the Mission Filing Plan and the relevant Standard Operating Procedures;
•To administer the online registry of the official MSD unclassified documentation ensuring quality controls are followed;
•To advise MSD users, and to respond to enquiries, on how best to access, use and interpret the Mission archives;
•To manage the contract for express mail delivery services, and to monitor the quality of the provided service and performance;
•To process MSD invoices on a monthly basis;
•To contribute to the review of the document management SOPs on a regular basis in accordance with the standards of the European Union;
•To administer the online Procurement Initiation (PI) Requests, to liaise with relevant Mission Departments/Sections/Units, and to monitor raised requests;
•To collate status statistics on the ongoing PI process;
•To carry out office duties, to draft correspondence and to maintain filing systems, to file documents and to record data in the appropriate database, spreadsheets and data-related files;
•To assist in the preparation of administrative reports;
•To arrange, provide technical support and to document meetings, as well as to draft itineraries for visiting Delegations;
•To undertake any other related tasks as requested by the Line Manager.
3.Essential Qualifications and Experience:
•Successful completion of university studies of at least 3 years attested by a diploma
OR a qualification in the National Qualifications Framework which is equivalent to level 6 in the European Qualifications Framework
OR a qualification of the second cycle under the framework of qualifications of the European Higher Education Area, e.g. Bachelors Degree; AND
•After having fulfilled the education requirements, a minimum of 4 years of relevant and proven full-time professional experience, in the private and/or public sector.
•Enjoy full civil rights and do not have a criminal record;
•Physically fitness to perform the duties related to the post. Such physical fitness should be attested by a medical certificate.
4.Essential Knowledge, Skills and Abilities:
•Fluency in English and Georgian languages (oral and written);
•Ability to write and communicate in a clear and concise manner;
•Experience in positions requiring excellent analytical and organisational skills, with a service-minded and project oriented approach;
•Experienced user of Microsoft Office (MS Word, Excel, Power Point etc.) and databases;
•A self-starter. To have strong sense of initiative and responsibility;
•To focus on priorities, to monitor and evaluate procedures and processes;
•To deliver work on time and to agreed standards, even under pressure;
•To build productive and cooperative working relationships with other staff members, with a focus on collaboration;
•To have strong sense of confidentiality and discretion in dealing with Mission-related matters;
•To have integrity, and the ability to adhere to EU fundamental values and standards.
5.Desirable qualifications and experience:
•Professional experience in an international organisation;
•Professional qualification in administration management;
6.Desirable Knowledge, Skills and Abilities:
•Knowledge of Russian language (oral and written);
•To be in possession of valid B category driving license.
Note: This is a contracted position (Function Group II), governed by General service conditions of Local Staff employed by EUMM Georgia, serving in Georgia.
The work schedule for this position is: Full Time (40 hours per week).
Gross Salary: 5,649 GEL Per Month or higher, depending on the relevant and proven past professional experience of the successful candidate acquired after fulfilment of educational requirements of the post.
