SECRETARY/CLERK (M/F)  

Detail of the vacancy notice

Reference: CDR/SC1-SC4/18/19
Directorate: Directorate E, Human Resources and Finance
Function Group: SC
Management: No
Deadline: 30/04/2019 12:00
Job Title: SECRETARY/CLERK (M/F)
Unit/Service: General administration and public procurement unit, Planning, reporting and missions Sector
Grade: SC1-SC4
Location: Brussels

Duties:

The principal tasks to be undertaken are as follows:

For the missions service:

  • processing, verifying, encoding and follow-up of staff members' requests for mission orders in compliance with applicable rules and procedures;
  • handling, encoding and payment of statements of mission expenses via the financial management tool ABAC;
  • ensure liaison with the travel agency for the issuing of travel documents and verification of invoices;
  • inform staff members of the rules and procedures applicable in the area of missions;
  • ensure the follow up of missions' service financial files, including the follow-up of the missions budget consumption;
  • following up on the deployment of a new IT application for electronic authorisation and management of mission files.

For the mobility service:

  • participating in the organisation of actions aimed at promoting the use of sustainable transport modes by staff members;
  • handling and payment of reimbursement claims for public transport costs via the financial management tool ABAC;
  • ensuring financial management of the mobility service.

In respect of spatial planning:

  • providing administrative assistance to the service, including for the verification of the assignment of work stations to staff members.

Qualifications and skills required:

  • Professional experience in secretarial tasks, administrative assistance and/or in an area related to the nature of the tasks is desirable;
  • Knowledge of the Financial Regulation and experience in financial management, including the handling of the ABAC application used in that framework, constitute an asset;
  • Good knowledge of the use of computer tools and, in particular, EXCEL and WORD;
  • Thorough knowledge of an official language of the European Union (EU) and a satisfactory knowledge of another official EU language. For functional reasons, knowledge of French or English is required;

Requested abilities and competences:

  • Service mindedness and sense for human contacts;
  • Good team spirit and ability to work autonomously;
  • Sense of initiative, organisational and coordination abilities;
  • Ability to prioritise, even when under pressure;
  • Flexibility, adaptability and availability;
  • Sound analytical, drafting and communication skills;
  • Precision and attention to detail;
  • Confidentiality and discretion.


 

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