Secretary/Administrative Support (Legal Service)

Job Posting Organization:
EUROCONTROL is an intergovernmental organization established to support European aviation. It was founded in 1960 and has grown to include 41 member states. The organization focuses on air traffic management and aims to enhance the safety and efficiency of air travel across Europe. With a workforce of over 1,800 employees, EUROCONTROL operates in various countries, providing essential services to ensure the smooth functioning of air traffic in Europe. The organization is committed to promoting sustainable aviation and improving the overall performance of the air traffic management system.

Job Overview:
The Secretary/Administrative Support role within the Legal Service at EUROCONTROL is crucial for providing comprehensive secretarial and administrative assistance to the Director General and the Legal Service team. This position involves managing agendas, drafting and dispatching documents, and ensuring the smooth operation of legal processes. The selected candidate will be responsible for maintaining databases, processing documents, and supporting various administrative operations related to legal cases. The role requires a proactive approach to tracking legal submissions and ensuring timely follow-up on actions. The candidate will also assist in managing internal staff processes and contribute to budget-related tasks, making this position integral to the efficient functioning of the Legal Service.

Duties and Responsibilities:
The duties and responsibilities of the Secretary/Administrative Support include:

• Providing secretarial and administrative support, including managing agendas, drafting documents such as letters and routing sheets, and ensuring timely dispatch of information.
• Preparing files and presentations for meetings, taking notes, and managing office supplies.
• Processing various documents, including visa requests and coordinating dispatch to external parties like law firms.
• Organizing and updating Legal Service databases, ensuring accuracy, confidentiality, and easy document retrieval.
• Supporting the execution, planning, and monitoring of administrative operations related to ILOAT cases and internal procedures.
• Proactively following up on legal submissions and assisting in the preparation and proofreading of documents in both French and English.
• Supporting internal staff management processes, including tracking absences and mission requests.
• Assisting with individual projects and ensuring efficient operation of tools and systems like Teams and SharePoint.
• Tracking invoices and supporting payment processing. 1
• Carrying out any other administrative or secretarial tasks as required.

Required Qualifications:
Candidates must meet one of the following educational and professional experience requirements:

• Completion of secondary education attested by a diploma giving access to post-secondary education, along with at least 3 years of relevant professional experience. A secretarial or office administration education is considered a strong advantage.
• Completion of post-secondary education meeting European Qualifications Framework (EQF) Level 5, attested by a diploma, and a minimum of 1 year of relevant experience in a secretarial or administrative function. A secretarial or office administration education is also considered a strong advantage. Additionally, candidates should have experience in using Microsoft 365 applications and possess drafting skills in English and French.

Educational Background:
The educational background required for this position includes either a secondary education diploma that allows access to post-secondary education or a post-secondary education diploma meeting EQF Level

• Candidates with a background in secretarial or office administration will have a competitive advantage. The emphasis is on formal education that equips candidates with the necessary skills for administrative support roles.

Experience:
The level of experience needed for this position includes at least 3 years of relevant professional experience for candidates with a secondary education diploma or a minimum of 1 year of relevant experience for those with a post-secondary education diploma. Experience in secretarial or administrative functions is essential, and familiarity with specific tools and systems used in administrative tasks will be beneficial.

Languages:
Proficiency in English and French at level C1 is mandatory for this position, as these are the working languages of the Agency. Candidates must demonstrate strong drafting skills in both languages. Knowledge of additional languages may be considered an advantage but is not required.

Additional Notes:
The position is offered on a contract basis for a duration of 3 years, with the possibility of renewal or conversion under certain conditions. Candidates must reside in Brussels or nearby to fulfill their duties effectively. The working arrangement is hybrid, allowing for a combination of onsite and remote work, although full-time remote work is not permitted. The selected candidate will undergo a probationary period of nine months before being established in the post. The contract may be renewed multiple times, but the total duration, including all renewals, cannot exceed nine years. Candidates from EUROCONTROL Member States are eligible to apply, and the organization is committed to equality and diversity in its hiring practices.