Secretary – Partnerships Section

About the role

The European Union Delegation to the Republic of Namibia is looking for a Secretary to join the Partnerships Section. Reporting to the Head of the Partnerships Section, the role provides operational and administrative support to the team and may involve occasional atypical working hours.

Key responsibilities

• Provide administrative and personnel management support for the Partnerships Section.
• Manage the front office, draft correspondence, notes and meeting minutes.
• Support the preparation of reports and other vital documents.
• Receive, register, attribute and file incoming and outgoing correspondence in the Document Management System (ARES).
• Act as deputy Document Management Officer and organise correspondence with stakeholders and contractors.
• Maintain and update the section’s databases and filing system for financial and contractual project files.
• Archive and manage documents in line with established procedures.
• Provide secretarial support on procurement procedures and monitor related functional mailboxes.
• Draft and circulate minutes of section meetings.
• Arrange security access for external visitors and escort them according to security procedures.
• Replace the Assistant to the Head of Partnerships Section and Head of Delegation during absences.
• Undertake any other assignments required by the section.

Required profile

• Ability to work under the supervision of the Head of the Partnerships Section.
• Flexibility to adapt to changing needs of the Delegation.
• Strong organisational skills and ability to handle confidential information.
• Willingness to work occasional atypical hours.
• Experience in secretarial or administrative roles, preferably within an international or diplomatic environment.

Required skills

• Proficiency with the Document Management System (ARES).
• Ability to draft clear correspondence, notes and meeting minutes.
• Competence in maintaining filing systems and managing document archives.
• Basic knowledge of procurement procedures and related documentation.
• Effective coordination with Member States and external partners.

What we offer

• Indefinite (permanent) contract.
• Work within a professional team of ten staff members.
• Exposure to the EU’s diplomatic mission and international cooperation activities.
• Opportunities for professional development in a multicultural environment.