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The European Union Delegation to China is looking for:

Secretary

in the Administration Section

(Chinese National, LA III)

 

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 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 China is responsible for the conduct of official relations between China and the European Union. In all matters pertaining to the European Union, the Delegation works closely with the diplomatic missions of the EU Member States, particularly the one representing the EU Presidency, which changes every six months.

 

We offer

We offer a post of a Secretary working in the Human Resources Management. 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 a Secretary; this job function maybe changed in accordance with the needs of the Delegation. Under this job function the successful candidate will serve as support staff to:

 

 

Ø RECRUITMENT MATTERS

· Filing spontaneous candidates' applications (local staff and contract agents); responding to spontaneous candidates' requests;

· Drawing up vacancy announcements and job descriptions with the respective Heads of Section;

· Preparing and sending to the Headquarters requests for the recruitment of contract agents and temporary local staff;

· Launching and managing candidates selection campaigns for approved vacancies at the Delegation;

· Organizing interview panels;

· Preparation of contracts and recruitment files for local staff;

· Local staff registration with DSB;

· Maintaining personnel files;

· Stop-gap staff recruitment;

· Coordinating administrative procedures for staff entering and leaving the Delegation;

· Coordination with Heads of Section of the traineeship opportunities in their sections; preparing and sending to the Headquarters requests for unpaid traineeship in the Delegation.

 

Ø BENEFITS and COMPENSATION MATTERS

· Section’s in-coming and out-going correspondence processing, including mail registration, distribution, transmission (via fax/scan/by hand/by pouch/by normal mail);

· Calculating salaries; monthly submission to DSB of the figures of the basis for calculation of mandatory withholdings from salaries of local staff;

· Assisting in launching salary surveys and collecting requested data from the comparators; preparation of replies to international organizations, embassies on their similar requests;

· Supervision of management of presence at work;

· Medical insurance (processing of local staff claims for medical reimbursement), organizing the annual medical check for local staff;

· Coordination of the yearly verification of the contributions made to the Provident  Fund; confirmation to the Headquarters of the correctness of the contributions to the Provident Fund; preparation and distribution to staff of their individual statements;

· Administration of further entitlements permitted by local legislation and staff regulations;

· Calculation of end-of -contract payments;

 

 

 

Ø BUDGET MATTERS

· Processing HR-related budget payments;

· Liaison with the accountancy department in the preparation and follow up of personnel-related budget forecasts.

 

Ø LEGAL MATTERS

· Contracts management;

· Keeping abreast of changes in local legislation and EEAS/European Commission procedures;

· Reviewing staff regulations and proposing changes;

· Liaison with the legal advisor of the Delegation on personnel and local staff employment issues.

 

Ø COMMUNICATION with HEADQUARTERS

· On staff particulars and respective encoding of documents and upload into the e-Del-HRM system and HR Delegation system.

 

under the supervision and responsibility of the Head of Administration.  

 

Place of employment is located in China, Beijing. The weekly working hours are 37.5h.  The starting basic gross salary of a LA III is 13319 CNY.  We offer a competitive position in an international environment. Benefits, such as additional medical insurance, are offered to employees and their children.

 

 

Selection Criteria

 

Minimum Requirements:

1. Medically fit to perform the required duties;

2. Enjoys civil rights and permits for employment under local law;

3. Native Chinese and fluent English with the ability to translate and interpret between the two languages;

4. High School degree;

5. At least 3 years' professional work experience that is functionally relevant;

Management of assistance in an administrative section.

6. Intellectual skills:

§ Ability to identify and analyse key points in verbal and numerical information, evaluate   alternatives objectively and make sound, logical and well-argued judgment taking on board the impact of decisions

7. Interpersonal skills:

§ Ability to work both independently and as a part of a team in a constructive manner;

§ Ability to listen, to consult and to share information and ideas;

§ Capacity to communicate clearly, present complex matters in a simple way both in oral and written forms.

8. Management/Organizational skills:

§ Capacity to focus on priorities and to organize work to deliver on time;

§ Ability to negotiate in a multicultural and multilingual environment;

§ Ability to handle multiple tasks and meet tight deadlines

 

The following will be considered an asset:

1. University degree in the fields related to the functions and duties above mentioned;

2. Experience in working with Chinese authorities and in international environment

 

 

Personal qualities:

 

§ Commitment to work with quality, speed and accuracy;

§ High degree of responsibility and discretion;

§ Flexibility to work under pressure and sometimes above normal working schedule and to respond quickly to new demands;

§ Strong sense of confidentiality and diplomacy;

§ Proven problem-solving abilities.

 

Expected performance

§ Dedication and hard working with a good team spirit;

 

Character references

§ A letter of recommendation from a previous workplace

 

 

How to apply

Please send your application and supporting documents to Delegation-China-HR@eeas.europa.eu in the subject line mentioning reference Family Name-Name-Secretary-ADMIN Section.  The application email should include a cover letter, a detailed CV in English, and a reference letter.

 

The deadline for reception of the applications is set for 17 hrs (GMT +8) on 23 January 2022.

 

The Delegation will not supply additional information or discuss the selection procedure by telephone –please address any queries concerning this procedure to the above mentioned mailbox with a reference: Question – SECRETARY –ADMIN Section.

 

The procedure

After the deadline for applications, the applications will be reviewed by a Selection Committee set up for this purpose. The Selection Committee will prepare a short-list of candidates who are considered to be the most suitable for the post on the basis of a preliminary assessment of the information provided in their application letter and the supporting documents. The short-listed candidates will be invited to an assessment phase which may include an interview if necessary – during this phase, the Selection Committee will assess the suitability of the candidates for the post.

 

The candidates who have not been short-listed will not be contacted individually; however, the Delegation will use the same means of publication as for this Vacancy Notice to inform the remaining candidates once the recruitment procedure has been completed and that a candidate has (or has not) been recruited.

请注意：入职此广告所列职位的中国公民均应与北京外交人员人事服务公司签订劳动合同。