THE EUROPEAN UNION DELEGATION IS LOOKING FOR A QUALIFIED PERSON FOR A SECRETARY POSITION IN THE ADMINISTRATION SECTION OF ITS FREETOWN OFFICE

We are

The European Union (EU) is an economic and political partnership between 27 European countries. It plays an important role in international affairs through diplomacy, trade, development aid and working with global organizations. Abroad, the EU is represented through more than 140 diplomatic representations, known also as EU Delegations, which have a similar function to those of an embassy.

The EU Delegation to the Republic of Sierra Leone works in close coordination with the Embassies and Consulates of the 27 EU Member States. We are a fully-fledged diplomatic mission and represent the European Union in dealings with the Sierra Leone government in areas that are part of the EU’s remit.

We offer

The Secretary position(Local Agent, Group 3) in the Delegation’s Administration Section with a 2-year fixed-term contract with possible renewals. The team consists of 10 people, and there are occasional atypical working hours. Under this post, the recruited person will be attributed functions depending on the needs of the Delegation, and on the changes of these needs. The successful candidate will serve under the supervision and responsibility of the Head of Administration Section, providing their operational and administrative support, expertise and assistance.

Main Duties And Responsibilities

• Drafting, dispatching and filing of incoming and outgoing correspondence of the section (including ‘notes verbales’, instruction notes, lease contracts, amendments and accommodation agreements).
• Management of incoming and outgoing signatories.
• Preparation of purchase orders, collection of signatures and delivery to the supplier, then filing.
• Maintaining administration databases (contacts, goods, supplies, accommodations, etc.).
• Monitoring of tender files (from publication on the website to contract signing) and filing.
• Support in the organisation of recruitments within the Delegation.
• Support to the Accountants, in particular by encoding documents based on appropriate instructions.
• Organisation and logistical support for official incoming and outgoing missions, for accommodations of incoming/outgoing expatriate colleagues, registration, licenses and insurance of Delegation fleet and expat vehicles as well as during receptions/events.
• Management of the Head of Section agenda and preparation of meeting rooms.
• Management of office supplies for all sections of the Delegation, including periodic inventory keeping.
• Management of all administration’s physical files and archiving.
• Logistical organisation and preparation of administrative files for staff members upon their arrival and final departure.
• Substitution for the Administrative Assistant, other secretaries and the Receptionist in the event of their absence.
• Any other administrative tasks according to the needs of the section and/or the Delegation.
  
  

Minimum Requirements

(necessary eligibility criteria for the application to be considered)

• Successful completion of secondary education (High School), attested by a valid Diploma.
• Minimum three (3) years of professional experience as a Secretary, of which minimum one (1) year in international organisations and/or companies.
• Excellent written and oral command of English; and excellent computer skills (Microsoft Office).
• Medically fit to perform the required duties.
• Enjoying civil rights and permits for employment under local law.
  
  

Additional Assets

(basis for awarding extra points to select the best applicant)

• Additional studies/certified professional training in secretarial duties.
• Work history (or network of connections or similar) in the area of relations with external stakeholders, events and public relations.
• Archivist/archiving experience or training;
• Demonstrated basic knowledge of Accounting and Contract Management
  
  

Competencies

• Excellent organisation and priority-setting skills to respect deadlines.
• Outstanding communication abilities and stress resistance.
• Impeccable ethical standards, notably concerning discretion and confidentiality.
• High sense of duty and responsibility.
• Demonstrating autonomy while having a good team spirit.
• Initiative and flexibility skills.
  
  

The process

Candidates with eligible applications will be invited to successive selection phases, which will include practical testing and, if successful, a personal interview. The successfully selected candidate will have to submit original justifying documents related to the educational background and professional experience, without which he/she will be excluded from the process. The successful candidate shall also be subject to a medical check and a background check. A ranking list may be established. The expected starting date is 1st December 2025.

Following a probationary period, the work contract shall be for a fixed term of 2 years with possible renewals. The basic salary will depend on relevant and verified employment experience, typically starting from step 1. The current basic salary for Local Agents in Group 3 at step 1 is SLE 9,458. There is a competitive benefits package, subject to certain conditions, including personal leave days and public holidays, health insurances for staff and their registered dependants as well as a retirement savings plan.

Equal opportunities

The European Union is committed to an equal opportunities policy for all its employees and applicants for employment. As an employer, the EU is committed to promoting gender equality and to preventing discrimination on any grounds. It actively welcomes applications from all qualified candidates from diverse backgrounds. We aim at a service that is truly representative of society, where each staff member feels respected, is able to give their best and can develop their full potential.

The Delegation will not provide additional information or discuss the selection procedure. During the selection process, please do not contact the members of the Selection Committee, but address your questions and comments to the indicated e-mail address. Only candidates admitted to each successive selection phase will be contacted individually. Candidates who have not been contacted by 31st December 2025 shall consider that their application was not successful.

The European Union Delegation does not ask for payments of any kind from applicants throughout the recruitment process, and advises the public against fake information concerning vacancies in its office and urges the public to be cautious. For any enquires, please send an email to delegation-sierra-leone-hoa@eeas.europa.eu The European Union Delegation declines all responsibility for the fraudulent publications of job offers in its name or, in general, for the fraudulent use of its name in any way.

Click Below For The Full Document

Vacancy notice_Secretary_ADMIN.pdf

Vacancy notice_Secretary_ADMIN.pdf

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