The European Union Delegation to Lebanon, Beirut is looking for: Secretary in the Political, Press and Information Section.

The team consists of 9 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 Deputy Head of Delegation providing support, expertise, and assistance in the secretarial field.

The following main tasks and duties are currently required: 

• Provide assistance to the Deputy Head of Delegation in managing his agenda, scheduling appointments, filtering calls and noting messages, responding to requests of general nature or referring them to the relevant colleagues
• Provide secretarial support for the Political, Press and Information Section including the registration of incoming/outgoing mail at the section level and the initiation of files for circulation

• Organize internal and incoming meetings: work out meetings’ schedules, communicate with all parties involved, reserve meeting rooms, compile folders of working documents, etc.
• Receive and accompany visitors through appropriate procedures in the Delegation premises or in an external venue.
• Help with organisation of official and working-level visits from EU Headquarters and others.
• File all documents according to the retention plan and manage the archive according to the current common filing system

• Receive and attribute of all incoming mail of the EU Delegation to relevant sections
• Provide logistical support in the organization and the follow-up of meetings/missions
• Record and follow up incoming emails, correspondence and outgoing mails and emails for the PPI section
• Manage the section information pertaining to leaves, absences and trainings records
• Ensure that the archives and filling system of the section is well-organized, updated, and user-friendly
• Draft verbal notes, letters and general notes
• Translate documents/invitations (Arabic/French/English)
• Act as backup of HoD assistant, provide help and assistance to HoD assistant
• Provide assistance in the preparation of field visits for the Head of Delegation and Deputy Head of Delegation
• Preparation of guest lists and transmission of invitations for various receptions organized by the Head of Delegation’s office (reception, Europe Day, lunches, dinners, etc.)
• Liaise with EU member state embassies, assistants to HoD and DHoD in particular
• Liaise with government officials, agencies, embassies, international organizations, etc.
• Any other tasks as deemed necessary in the interest of the service according to secretary function.