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.