Receptionist

Published: 17.05.2019 15:36:11
Deadline: 03.06.2019 23:59:59 The deadline for applications has expired
Salary: от 657 EURO
Location: Bishkek
Type of involvement: full time

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Information

Common information

We are

The European Union (EU) is an economic and political partnership between 28 European countries. It plays an important role in international affairs through diplomacy, trade, development aid and working with global organisations. 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 Kyrgyz Republic

  • Ensures the representation of the European Union in the Kyrgyz Republic;
  • Ensures the follow-up of bilateral relations in the areas of political, economic, trade and external assistance cooperation (financial and technical), in particular to implement the Partnership and Cooperation Agreement;
  • Ensures the follow-up of EU policies in all sectors, in particular The European Union and The Central Asia: Strategy for a New Partnership;
  • Promotes and defends the values and interests of the EU;
  • Promotes EU cooperation at a national and regional level (Central Asia) i.e. the management of deconcentrated national and regional programs;
  • Contributes to coordination with the Member State embassies, particularly in the fields of EU competence, notably trade and external assistance;
  • Maintains and increases the visibility, awareness and understanding of the EU.

We offer

We offer a post of Receptionist. Under this post, the recruited person will be attributed functions depending on the needs of the Delegation. Upon recruitment, the successful candidate will occupy a specific job function as Receptionist – this job function may be changed in accordance with the needs of the Delegation. Under this job function the successful candidate will serve as technical and support staff to the Administration section under the supervision and responsibility of the relevant head of section.

We offer a competitive position in an international environment. Benefits, such as additional pension scheme and medical insurance, are offered to employees and their families under certain conditions.

  • An indefinite duration contract of Group IV level with a gross monthly salary starting from 657 EUR, depending on your previous working experience;
  • At the end of each year a 13th month salary;
  • Working hours from Monday to Friday, 37.5 hours a week;
  • Annual Leave allocation of 24 working days per year;
  • Medical check-up;
  • Complementary Sickness Insurance Scheme;
  • Provident Fund (pension scheme).

Please note that a provision of about 28% from the gross salary is transferred directly to the Social Fund and Tax authorities (income tax).

Qualification requirements

Selection Criteria

Minimum Requirements:

  • Medically fit to perform the required duties;
  • Enjoys civil rights and permits for employment under local law;
  • Higher Education Diploma (University degree is considered as an asset);
  • 2 years of relevant experience in performing the above mentioned or similar tasks in an international / diplomatic environment;
  • Excellent English (ability to understand C1 or equivalent, ability to read C1 or equivalent, ability to speak C1 or equivalent, ability to write C1 or equivalent)
  • Very good Russian (ability to understand C1 or equivalent, ability to read C1 or equivalent, ability to speak B2 or equivalent, ability to write C1 or equivalent)* Common European Framework of Reference for Languages
  • Good knowledge of Kyrgyz language;
  • Fully computer literate and mastering Word, Excel and Outlook software.
  • High level of responsibility and flexibility.
  • Excellent ability to work in a team.
  • High level of discretion and tact.
  • The following will be considered an asset:
  • Further secretarial trainings;
  • Any other relevant experiences;
  • Ability to quickly grasp rules and procedures and contribute to effective and efficient management;
  • Attention to detail and accuracy;
  • Excellent communications skills with external and internal contacts;
  • Any other EU language of a minimum level B1;
  • Experience and understanding of the potential of Information Technology with a view to increasing the efficiency in terms of office procedures, especially databases and electronic filing;
  • Any additional documented software skills.

Duties

The tasks of the Receptionist to the Administration section are

Receptionist

  • Perform the functions of receptionist: welcome and forward guests to the right persons, provide information

Telephone operator

  • Perform the functions of telephone operator: Answer, filter and transfer telephone calls and provide information to callers

Operational and Administrative support and resources:

Document management

  • Perform attribution of incoming mail and internal documents; open/filter registration/attribution in ARES (including invoice recording and incoming tender bids) route mail to appropriate individuals and ensure appropriate follow up (follow up of deadlines, help in drafting of replies
  • Finalising, transmitting and recording outgoing correspondence, using both archiving software and paper file
  • Photocopying/scanning/faxing, archiving, filing, storing, reproducing, translating, circulating and /or retrieving of documents

Office management and coordination

  • Organise meetings and manage subsequent logistical and organisational tasks (including hotel reservations and flight booking)
  • Ensure checking/sending invitations and agenda and follow up requests for information
  • Providing assistance in management of the Administration section by maintaining diary, responding to general inquiries and managing-mail exchanges and calendar (setting-up meetings/seminars, including section meetings),
  • Taking, transcribing and preparing notes, routine correspondence, presentations and other texts related to Section's activity
  • Protocol matters
  • Give support on protocol matters (visa, clearance documents etc.)   
  • Draft verbal notes as required
  • Logistics
  • File, order and store office supplies and stationaries;
  • Contact relevant companies for maintenance or repair of office equipment;
  • Assist the Administration in assets inventory;
  • Assist in setting up equipment for video conference;
  • Receive and send the diplomatic pouch.
  • Administrative and personnel management support
  • Managing information and procedures regarding missions, flexitime, leave and absence records and similar personnel administration formalities – liaison with all the sections;
  • Contributing to the follow-up of administrative arrangements relating to the recruitment and arrival of the new Section staff members;
  • Arrange annual and recruitment medical check-up for all local staff upon request of Head Administration;
  • Update staff lists, emergency cards, phone tree, and duty phone with contact details, as well as annexes to all security plans
  • Distribute telephone calls list for identification of private calls by each staff member.
  • Backup of the Secretary of the Administration section whenever needed.
  • Other tasks that are in the interest of the service that are attributed by the Head of the Delegation or the Head Administration section and their substitutes can also be required.

Conditions

How to apply

Please send your application and supporting documents to delegation-kyrgyzstan-HR@eeas.europa.eu

Subject of your email must contain "Job reference 47741 + First name + Last name + position applied for".

The deadline for applications (email only) is: the 3rd of June 2019, midnight Bishkek time.

The package should include:

  • A cover letter in English;
  • A detailed CV using the EUROPASS format in English. Template of the CV can be downloaded here: http://europass.cedefop.europa.eu/documents/curriculum-vitae/templates-instructions
  • Copy of diploma;
  • Language(s) level certificate(s), if available;
  • Recommendation letter(s)
  • Any document that you deem relevant.
  • The evaluation of shortlisted candidates will be based on:
  • Examination of the applications;
  • Interviews and written tests for short-listed candidates.

The Delegation will not supply additional information or discuss the selection procedure by telephone: please address any queries concerning this procedure to delegation-kyrgyzstan-hr@eeas.europa.eu

About company

he EU has been providing assistance to the Kyrgyz Republic in the implementation of political and economic reforms since the Kyrgyz Republic gained sovereignty in 1991. Both EU and the Kyrgyz Republic have mutual interest in intensifying of bilateral relations.

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