Under the authority of the Executive Director and the supervision of the Deputy Executive Director , the incumbent will carry out a variety of tasks related with the implementation of the North-South Centre (NSC) programme of activities, in compliance with general guidelines and priorities and with a concern for quality, efficiency and accurancy.

The incumbent performs the following key duties:

• drafts and formats standard correspondence, replies to invitations, memoranda, files and presentations in accordance with instructions; organises files; attributes reference nº to important documents
• assists in the practical organisation of international meetings;
• makes travel and accommodation and other logistical arrangements,assists in the reimbursement of travel expenses in accordance with relevant procedures and in cooperation with CoE’ GDD travel manager;
• may occasionally need to travel to assist in meetings and events;
• keeps track of relevant deadlines – among other deadlines for contributions for CoE – and follows and coordinates with colleagues in order that deadlines are respected;
• keeps institutional mailing/contact lists up to date, in particular Statutory Bodies mailing lists;
• follows administrative email nscinfo and distribute information among colleagues
• seeks and collects information, documentation and data
• prepares production or distribution of documents ;
• prepares reports, briefings and other documents related o the project objectives;
• keeps documents, files, data bases, documentation accurate and up-to-date;
• follows up work of activities in progress;
• classifies files, catalogues and indexes documentation;
• liaises with colleagues in all relevant Services of the Council of Europe and with stakeholders such as project consultants, beneficiary institutions, donors and other partners as regards the implementation of activities;
• re-reads and makes grammatical corrections of texts before final publication; checks translations;

 Please note that the incumbent may be required to perform other duties not listed in the vacancy notice.

The incumbent will assist the Programme Coordinator in the administrative tasks related with the implementation of the NSC programme of activities.

This local recruitment procedure is open to applicants already present in Portugal.

Only applicants who best meet the following criteria will be considered for shortlisting.

Qualifications:

• Completed full course of general secondary education, followed by a vocational qualification in secretarial/administrative studies.

Experience:

• At least 3 years of professional experience as administrative assistant/secretary in an international working environment. Expertise on the mission of the NSC will be positively assessed as well as a good knowledge of the international context at the political, economic and socio-cultural levels;

Language requirements:

• Very good knowledge of one of the official languages (English or French). The knowledge of other languages such as Spanish, Arabic or Portuguese will be positively assessed.

Nationality:

• Nationality of host country or one of the 47 Council of Europe member states.

Age:

• Under 65 years of age at the closing date of the vacancy notice.

Council of Europe staff members adhere to the values Professionalism, Integrity and Respect.

Essential:

• Professional and technical expertise

• good computer skills; can use standard tools in office applications;
  • Planning and work organisation
  • Drafting skills
  • Results orientation
  • Concern for quality
  • Teamwork and co-operation
  • Initiative

Desirable:

• Vision and Strategic Insight
• Adaptability

For more information, please refer to the Competency Framework of the Council of Europe.

Applications must be made in English or French using the Council of Europe on-line application system. By connecting to our website www.coe.int/jobs you can create and submit your on-line application. Applications must be submitted at the latest 29 July 2016 (midnight Central European Time).

Applications will be examined with regard to the requirements of this vacancy and applicants will be informed in due course of the outcome of your application. This may take some time after the closing date. Preselected candidates may be invited to take written tests before an interview. Written tests may be eliminatory.

In accordance with the Staff Regulations of the Council of Europe, the compulsory retirement age is 65. We cannot therefore accept applications from persons over this age.

The conditions of recruitment and employment which apply are contained in Rule No. 1234 of 15 December 2005 laying down the conditions of recruitment and employment of locally recruited temporary staff members working in Council of Europe Duty Stations located outside of France apply (Link to Rule 1234).

The Council of Europe welcomes applications from all suitably qualified candidates, irrespective of gender, disability, marital or parental status, racial, ethnic or social origin, colour, religion, belief or sexual orientation.

During the different stages of the recruitment procedure, specific measures may be taken to ensure equal opportunities for candidates with disabilities.

The Council of Europe is the continent’s leading organisation in the protection of human rights, democracy and rule of law. It was founded in 1949 in order to promote greater unity between its members and now includes 47 member states, all having signed up to the European Convention on Human Rights.

By Statute, the Council of Europe has two constituent organs: the Committee of Ministers, composed of the member states’ Ministers for Foreign Affairs, and the Parliamentary Assembly, comprising delegations from the national parliaments. The Congress of Local and Regional Authorities of Europe represents the entities of local and regional self-government within the member states. The Commissioner for Human Rights is an independent and impartial institution within the Council of Europe mandated to promote the awareness of and respect for human rights in member states.

The European Court of Human Rights is the judicial body which oversees the implementation of the Convention in the member states. Individuals can bring complaints of human rights violations to the Strasbourg Court once all possibilities of appeal have been exhausted in the member state concerned.