SECRETARY/CLERK (M/F) - Registry Sector  

Detail of the vacancy notice

Reference: CDR/SC1-SC2/16/19
Directorate: Directorate A, Members and Plenaries
Function Group: SC
Management: No
Deadline: 08/04/2019 12:00
Job Title: SECRETARY/CLERK (M/F)
Unit/Service: Statutory Bodies and Meetings Unit
Grade: SC1-SC2
Location: Brussels

Duties:

The official's main tasks will include:

• providing administrative support to members, and in particular ensuring that the rules relating to members' attendance at meetings are implemented and applied (including answering general questions from members concerning the Bureau, plenary sessions and their terms of office, in accordance with the CoR's various regulations);
• sending documents related to organisation of the Bureau and plenary sessions to members; other contact with members, including drawing up and sending notices of meeting and agendas for Bureau meetings and sessions (other institutions, permanent representations, etc.);
• coordinating the drafting and submission for translation of all documents related to the meetings of the Bureau, to extraordinary Bureau meetings and to plenary sessions, ensuring quality control;
• providing appropriate assistance to members during Bureau meetings and plenary sessions, by helping to prepare urgent documents (such as forms for electing Bureau members, amendments to urgent resolutions);
• ensuring the operational management of procedures related to the members' attendance at meetings of the Bureau, at plenary sessions and at extraordinary Bureau meetings, in particular managing their attendance at these meetings and sessions (including the list of delegated voting rights), drawing up the floor plan and handling requests for temporary badges and for access to Bureau meetings and the plenary session, in close cooperation with the security service;
• helping to organise extraordinary Bureau meetings (relations with local partners, managing and monitoring meeting sign-ups);
• operational coordination, both internally and with other services (translation, infrastructure, security);
• providing administrative assistance to the administrators of the unit, including by preparing the statement of Bureau decisions, drafting minutes of Bureau meetings and plenary sessions, sending urgent resolutions to the institutions, to the permanent representations and to the ad hoc recipients, drawing up records of the proceedings for the adoption of opinions and resolutions, standardising procedures in the unit.

It should be noted that these duties may require considerable flexibility in terms of working hours.

Qualifications and skills required:

• Thorough knowledge of one official language of the European Union (EU) and satisfactory knowledge of another official EU language. For functional reasons, knowledge of French and English is required and knowledge of another EU language is desirable;
• thoroughness and an eye for detail;
• aptitude for organisation and coordination;
• adaptability and ability to work well independently;
• team spirit and a good ability to work together with other departments and institutions;
• sense of initiative.

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