European Union Delegation to Ghana Job Update

Priscilla Fuachie

4 years ago

Here is the European Union Delegation to Ghana Job Update. The Delegation is looking for a Secretary. Under this post, the recruited person will be attributed functions depending on the needs of the Delegation. The jobholder will provide secretarial and logistical support to the Cooperation Section and other sections, as necessary.

The place of employment is Delegation of the European Union to Ghana -The Round House – 81, Cantonments Road, Accra, Ghana.

Benefits, such as additional pension scheme and medical insurance are offered to employees and their families under certain conditions.

We look for:

A team player, responsive and committed with a high sense of initiative.
He/she should be a fast learner, very well organized, able to prioritize workloads and deliver accurately on short-term requests.

Main Tasks

Manage the calendar of the relevant Head of Section;
Book meeting rooms, set up conference calls and take messages and minutes during meetings;
Answering and redirecting phone calls providing information;
Greet visitors and direct them to the appropriate section or individual;
Draft notes, minutes and routine correspondence with the right layout and format
Ensure administrative quality checks for signature by the hierarchy before transmission of any document;
Receive and route incoming correspondence, finalise and transmit outgoing correspondence;
Ensure that incoming messages and correspondence are registered, correctly attributed and followed up respecting deadlines;
Maintain the filing system so that information can be easily retrieved;
Update regularly the section contacts Database (outlook);

Assist mission performers in the section with the preparation of Mission Orders and Declaration of Expenses
Encode requests for official transportation in the relevant application and follow-up on approval;
Update and follow-up mission planning, absences and holidays in the shared calendar of the Section;
Provide support to consultants working on EU projects regarding visa application;
Provide administrative and logistical support for the organisation of internal and external events such as meetings, workshops, conferences and public events (booking location, invitations, catering, reception of guests, etc.)
Assist in organizing missions for EU officials visiting Ghana;
Ensure that the tools and logistics needs of the Section are covered by liaising with the administration section or the appropriate service providers
Manage functional mailboxes and handle messages as necessary under the supervision of the relevant head of section;
Assist in the induction of new staff in the section;
Ensure back-up of other secretaries in the section in case of absences and provide secretarial support to other sections when required;
Perform other ad-hoc tasks required by the Management.

Professional requirements:

Excellent administration and organisational skills
Excellent verbal and written communication skills
Time management skills
Information and communication technology skills
Problem solving skills
Ability to work independently and prioritise workloads
Deliver accurate and quality work on short-term requests

Personal requirements:

Team player
Dynamic, motivated and responsible personality with a sense of initiative
Resilient and able to work under pressure
Responsive and multi-tasking
Very discrete in the handling of information
Adjustable to flexible working hours
Strong customer-service abilities
Thorough and attentive to details
Flexible and easily adaptable to a multi-disciplinary and multi-cultural environment
Eager to learn and develop new skills

Qualification Required & Experience:

Post-secondary education attested by a diploma
University Degree in Administration, Social Sciences or other
Minimum 5 years in performing above mentioned
Work experience with diplomatic missions or international organizations;

Knowledge of languages:

Excellent command of English (written and spoken)

Knowledge of IT tools:

Extensive knowledge of MS Office Suite and Internet based applications

Location: Accra

Check Also:

How To Apply For The European Union Delegation to Ghana Job Update

Interested candidates should send their application and supporting documents by email to: delegation-ghana-recruitments@eeas.europa.eu indicating as the subject: “Application: Secretary in the Cooperation Section – [Family name and first name]“.

Additional Information:

The application should include:

A cover letter
A detailed Europass CV with minimum one professional reference.

Shortlisted candidates will be invited for written tests and an interview.
Recruitment of the successful candidate will be subject to medical fitness.

Closing Date: 11th November, 2022