Secretary to HoM

The Secretary to HoM will report to the Head of Mission (HoM) and will be administratively coordinated through the Chief of Staff. To be able to carry the required tasks effectively, the Secretary to HoMwill closely cooperate with the Executive Assistants to HoM and the Deputy Head of Mission (DHoM).

Duties and Responsibilities

The Secretary to HoM will be required, in accordance with the EUAM Ukraine Mandate, Code of Conduct and the General Service Conditions for Locally Contracted Staff Employed by EUAM Ukraine, Serving in Ukraine, to perform the following tasks:

• Assist with the daily management of HoM’s Office;
• Perform administrative and secretarial duties; 
• Support CoS in the development and implementation of administrative policies for HoM’s Office, and contribute to Mission administrative policies;
• Initiate, develop and maintain appropriate administrative systems both paper and electronic for HoM;
• Develop and maintain filing systems to ensure efficiency and business continuity;
• Manage HoM’s meetings calendar and travel schedules; 
• Manage HoM’s expenses;
• Receive and distribute all correspondence as routed by HoM to the appropriate internal/external recipients;
• Maintain quality control of all correspondence processed through HoM’s Office;
• Support CoS Office with administrative functions as tasked by CoS;
• Translate/interpret when required;
• Deal with all information, inter alia, operational information, with confidentiality and discretion;
• Perform any other related tasks as requested by the Line Manager. 

Qualifications and experience

Eligibility criteria:

• Enjoy full civil rights and have no criminal records; 
• Citizenship of Ukraine and/or holding permanent resident and work permits according to Ukrainian laws;
• Successful completion of a full course of university studies attested by a Bachelor’s degree in Public Administration, Political Science, International Relations, Law, Social Sciences, Diplomacy Philology, Humanities or a closely related field of study (Bachelor’s degree is a requirement);
• After having obtained the university degree, at least five (5) years of relevant and proven full-time professional experience in the private or public sector.

Essential criteria:

• Be physically fit to perform the duties relating to the post;
• Professional fluency in English and Ukrainian languages, both oral and written;
• Excellent communication skills of English and Ukrainian;
• Very good knowledge and experience of Office Suite Package;
• Experience in positions requiring analytical and organizational skills, with a service- and project-oriented approach.

Additional advantageous assets:

• Professional experience in an EU or International environment;  
• Experience of working in an intercultural environment, with respect of diversity.

Personality assets:

• Have strong sense of initiative, responsibility and autonomy; 
• Ability to build productive and cooperative working relationships with other staff members; 
• Ability to write and communicate in a clear and concise manner;
• Ability to prioritize tasks and to deliver high quality of work in a timely manner even under pressure;
• Ability to deal helpfully and courteously with people, including outside contacts;
• Ability to perform on-call and irregular working schedule if required.