Secretary – Partnerships Section (EU Delegation, Namibia)

About the role

The European Union Delegation in Namibia is seeking a Secretary for its Partnerships Section. This permanent, local‑agent position supports the Head of the Partnerships Section in a range of administrative and operational tasks, ensuring smooth day‑to‑day operations of the team.

Key responsibilities

• Manage front‑office activities for the Partnerships Section, including reception and visitor access.
• Draft correspondence, notes, and meeting minutes; prepare reports and other official documents.
• Receive, register, attribute, and file incoming and outgoing mail using the ARES Document Management System.
• Act as deputy Document Management Officer and maintain up‑to‑date databases and filing systems for financial, contractual, and project files.
• Provide secretarial support for procurement procedures, monitor functional mailboxes, and coordinate with stakeholders and contractors.
• Arrange security access for external visitors and escort them according to security protocols.
• Replace the Assistant to the Head of Partnerships Section and the Head of Delegation during absences.
• Undertake any additional assignments required by the Section.

Required profile

• Proven experience in administrative and secretarial support within an international or diplomatic environment.
• Ability to handle confidential information and manage document workflows accurately.
• Strong organisational skills and flexibility to adapt to changing delegation needs.
• Capacity to work occasional atypical hours as required.

Required skills

• Proficiency with the Document Management System (ARES).

What we offer

• Permanent contract as a local agent (Group III) with indefinite duration.
• Opportunity to work in a multicultural diplomatic mission.
• Team of ten professionals and occasional atypical working hours.