Head of mission’s secretary/administrative officer

Position Title: Head of Mission’s Secretary/Administrative Officer

Position Code: MDAL 01

Department/Unit: HoM Office

Location: Chișinău

Post Group (Local Staff): II

The post holder will report to the Head of Mission (HoM) and will be administratively coordinated through the Chief of Staff (CoS). To be able to carry the required tasks effectively, s/he will closely cooperate with CoS and Heads of Departments.

Duties and Responsibilities:
The Head of Mission’s Secretary/Administrative Officer will be required, in accordance with the EUPM Moldova mandate, Code of Conduct and the General Service Conditions for locally recruited staff, to perform the following tasks:

• Assist HoM with the daily management of HoM’s office and corresponding tasks;
• Manage HoM’s calendar of meetings and appointments;
• Perform administrative and secretarial duties, draft letters, memos and other requested documents;
• Set up and maintain an effective document management system;
• Support in the development and implementation of administrative policies for HoM’s Office and contribute to Mission administrative policies;
• Receive and distribute all correspondence as routed by HoM to the appropriate internal/external recipients and monitor follow up. Maintain quality control of such correspondence;
• Develop and maintain office administrative systems, both physical and electronic, for HoM;
• Ensure the proper protocol is implemented and followed during official meetings and events;
• Translate/interpret interactions with local stakeholders as and when required;
• Follow up on all travel schedules for HoM, including liaising with HR, Mission Support and Security for authorization, entitlements, flight reservations etc.;
• Manage HoM’s representation expenses and supporting documentation;
• Liaise with Mission counterparts and stakeholders as requested, arrange booking of facilities, etc.;
• Organize and monitor the system of weekend duties;
• Deal with information with utmost confidentiality and discretion;
• Perform any other task as requested by HoM and/or Chief of Staff.

Qualifications and experience:

Eligibility criteria:
• Enjoy full civil rights and do not have criminal record;
• Be in possession of Moldovan citizenship and/or of a valid residence and work permits according to Moldovan laws;
• Be physically fit to perform the duties relating to the post;
• Have fulfilled any obligations imposed on him/her by the laws concerning military service;
• Successful completion of a full course of university studies attested by a Bachelor’s degree in Public Administration, Political Science, International Relations, Law, Social Sciences, Diplomacy, Philology, Humanities or a closely related field of study, where the normal duration of university education in the country awarded is three (3) years or more;
• After having obtained the Bachelor’s degree, at least two (2) years of relevant and proven full-time professional experience.

Essential criteria:
• Be physically fit to perform the duties relating to the position;
• Excellent communication skills (both oral and written fluency) in English, Romanian and Russian;
• Very good knowledge and experience of Office Suite Package;
• Ability to write and communicate in a clear and concise manner;
• Excellent administration and organizational skills;
• Experience in positions requiring analytical and organizational skills, with a service- and project-oriented approach.

Additional advantageous assets:
• Professional experience in an EU and/or international environment;
• Experience of working in an intercultural environment, with respect of diversity;
• Ability to focus on priorities, to monitor and evaluate procedures and processes;
• Ability to deliver work on time and to agreed standards, even under pressure.

Personality assets:
• Have strong sense of initiative, responsibility and autonomy;
• Ability to build productive and cooperative working relationships with other Mission members;
• Ability to work methodically, accurately and with attention to details as well as to tight deadlines;
• Used to work on a multitude of activities at the same time and with limited supervision;
• Ability to work independently and harmoniously with colleagues and as part of a team, with respect for diversity;
• Punctuality, commitment to quality, ability to perform under stress, attention to details, solid work ethics, willingness to work flexible working hours and still deal helpfully and courteously with all contacts.


Who we are:
The European Union Partnership Mission in the Republic of Moldova (EUPM Moldova) is part of the Common Security and Defence Policy (CSDP) which enables the Union to take a leading role in peace-keeping operations, conflict prevention and in strengthening of international security. It is an integrated part of the EU's comprehensive approach towards crisis management, drawing on civilian experts as well as experts from the police and other areas.

EUPM Moldova was established on 24th April 2023 by the Council of the European Union in response to a request from the Moldovan Government to the EU to support the Moldovan authorities in contributing to enhancing the resilience of the security sector of the Republic of Moldova in the areas of crisis management and hybrid threats, including cybersecurity, and countering foreign information manipulation and interference. EUPM Moldova Headquarters are currently located in Chisinau and the Mission is progressively increasing its presence in the host country. In this perspective, EUPM Moldova is looking for Local Staff to support its operations in the Republic of Moldova. The EU strives for improved gender balance in CSDP operations in compliance with UNSCR 1325.

General Requirements & Eligibility:

Applicants should:

- Enjoy full civil rights and do not have any criminal record (a certificate will be required before any employment offer);
- Be in possession of Moldovan citizenship and/or of a valid residence and work permits according to Moldovan laws;
- Be physically fit to perform the duties relating to the post (a medical certificate will be required before any employment offer);
- Have fulfilled any obligations imposed by the laws concerning military service.

***Only applications provided on the official EUPM Moldova application form will be accepted. Please download it from the Mission’s website: https://www.eeas.europa.eu/eupm-moldova/2-2023-call-applications-eupm-moldova-%E2%80%93-national-staff_en?s=410318&fbclid=IwAR0NQlWOOSQVtm_392ZFKCsNMgpzKvlGb24Wg6oXuROP-Y66Y1da8wgSU78

The application form must be filled in English and submitted as an MS Word document (No PDF or JPEG will be accepted).

Please rename the file with the post number and your name: e.g., "MDAL01_Family name_First name".
The deadline for the submission of the application form: Tuesday, 29 August 2023, at 12:00 hrs. (Chisinau time). Late application forms will not be considered.

EUPM Moldova retains the discretion to re-advertise/re-post the vacancies, to cancel the recruitment, to offer an appointment at a lower grade or to offer an appointment with a modified job description.