Directorate Assistant (SRIEU)

Vacancy Notice 1511

INTERPOL is the world’s largest international police organization, with 196 Member Countries. Created in 1923, it facilitates cross-border police co-operation, and supports and assists all organizations, authorities, and services whose mission is to prevent or combat international crime. 

INTERPOL strives to achieve a diverse and inclusive workforce and welcomes applications from individuals with diverse backgrounds, experiences, and perspectives. To achieve our Diversity goals, we encourage applications from women and nationals of under/unrepresented member countries who are passionate about our mission. INTERPOL’s recruitment process is merit-based hence all hiring decisions are made considering the applicant’s qualifications and the needs of the Organization.

Job Title: Directorate Assistant (SRIEU) 
Reporting To: Special Representative of INTERPOL to the European Union
Location: Brussels 
Type of contract: Fixed-term Contract
Duration (in months): 36.00 
Grade: 6   
Number of posts: 1
Level of Security screening:  Basic
Deadline for application: 19 December 2025

Conditions applying for all candidates

Only professional experience for which candidates can provide official proof of employment will be considered. Candidates could be requested to provide copies of such official documents prior to interviews/test.

Subsequent extension to this post will be subject to the terms of the Organization’s Staff Manual, to satisfactory performance and to availability of funds.

Tests/interviews in connection to this selection procedure will take place approximately 3-4 weeks after the deadline for applications. Applicants are kindly requested to plan their availability during this period accordingly, in case they are short-listed.

​Selected candidates will be expected to report for duty approximately two to three months after receiving an offer of employment at the latest.

This selection exercise may be used to generate a reserve list of suitable candidates that may be used to address Organization's similar staffing needs in the future.

INTRODUCTION OF THE POST

The Executive Directorate Partnerships and Planning (EDPP) is responsible for overseeing and coordinating the strategic portfolio of the INTERPOL in a comprehensive and cross-organizational fashion.  The strategic portfolio has two main facets:  1) Internal strategic development and affairs, which is led by the Planning and Development Directorate, and 2) External strategic affairs, which is led by the Strategic Partnerships Directorate and the INTERPOL Special Representation Offices to the African Union (AU), the European Union (EU), and the European Union (EU).

PRIMARY DUTIES

DUTY 1 - Perform secretarial duties and provide administrative assistance for the Special Representative of INTERPOL to the European Union 
• Prepare missions of the Special Representative of INTERPOL to the EU, including completion on internal paperwork, flight and hotel bookings, taxi bookings when necessary as well as visa processing.

• Deal with specific files at the request of the Special Representative of INTERPOL to the EU and his designees.

• Be responsible for the agenda of the Special Representative of INTERPOL to the EU.

• Research and provide information for the Office of the Special Representative of INTERPOL to the EU, as requested.

• Procure supplies and services for the Office of the Special Representative of INTERPOL to the EU.

• Perform any other administrative work necessary to ensure the efficient functioning of both the Office of Special Representative of INTERPOL to the EU and the Organization in general.

• Respect administrative instructions and deadlines given regarding the administration of files.

DUTY 2 - Handle finances, procurement, and regular reporting for the SRIEU Office, and manage administrative relations with the Secretary General’s Cabinet, the Finance sub-directorate, Human Resources management and any other Directorates and sub-directorates as necessary

• Prepare financial reports and budget requests for the Office of Special Representative of INTERPOL to the EU.

• Manage accounts, invoices and petty cash for the Office of Special Representative of INTERPOL to the EU.

• Make requests on behalf of the Office of the Special Representative of INTERPOL to the EU to colleagues in IPSG as necessary for administrative, budgetary, policy and other matters.

• Research and respond to queries form IPSG directed to the Office of the Special Representative of INTERPOL to the EU as a whole, or if in regard to administrative, budgetary, policy and other matters.

• Coordinate to ensure that the daily routine of the Office of the Special Representative of INTERPOL to the EU is efficient and functions effectively with the Office of the Special Representative of INTERPOL to the EU and other Directorates.

• Act as the central administrative liaison point between the Brussels Office Directorate, and other Directorates at IPSG.

• Ensure that the Office of the Special Representative of INTERPOL to the EU is operating in accordance with all relevant administrative rules and procedures issued by IPSG.

DUTY 3 - Provide support for all staff of the SRIEU Office
• Perform research and prepare materials as requested.

• Attend conferences, meetings and special sessions, and prepare notes, and prepare accurate summaries and briefing materials as requested.

• Draft documents related to the files of the Office of the Special Representative of INTERPOL to the EU.

• Handle files as requested by staff of the Office of the Special Representative of INTERPOL to the EU.

• Assist in preparation for meetings and conferences, communicating with participants, arranging catering and ensuring timely and accurate distribution of documents.

• Ensure the Office of the Special Representative of INTERPOL to the EU is visually presentable.

DUTY 4 - Liaise with the European Union Offices and Permanent Missions to the European Union on behalf of the SRIEU Office
• Handle all protocol matters related to visitors to the Office of the Special Representative of INTERPOL to the EU, and access of INTERPOL staff to secure locations and events at the European Union premises.

• Manage requests to EU service providers to the Office of the Special Representative of INTERPOL to the EU, including the Safety and Security Service, Building Management Services, Mail Services, telecommunication support, fax support, and photocopier support.

• Prepare materials for briefings to EU Member States, events to which Member States are invited, and bilateral meetings between staff of the Office of the Special Representative of INTERPOL to the EU and Permanent Missions staff.

• Liaise with staff of Permanent Missions at the EU to arrange meetings, briefings, respond to invitations directed towards the Special Representative of INTERPOL to the EU, and coordinate activities.

• Make all arrangements for meetings INTERPOL hosts at the EU, including room and booth reservations, technical arrangements, and catering services.

DUTY 5 - Prepare correspondence and documentation needed for the daily work of the Special Representative of INTERPOL to the EU
• Draft correspondence for the Special Representative of INTERPOL to the EU.

• Incorporate necessary protocol requirements for official correspondence into communications form the Special Representative of INTERPOL to the EU.

• Keep available all necessary materials to enable the Special Representative of INTERPOL to the EU to prepare letters, reports, etc.

• Process all incoming and outgoing mails in the Office of the Special Representative of INTERPOL to the EU, and disseminate correspondence to office staff as appropriate.

• Initiate appropriate action with respect to all request and correspondence disseminate from the Office of the Special Representative of INTERPOL to the EU.

• Ensuring the filing of the electronic records and documentation.

DUTY 6 - Other duties
• Act as principal liaison with IT staff at IPSG to ensure effective delivery of IT services to the Brussels Office.

• Provide solutions to basic technology challenges like loss of internet connection and installation of hardware and software.

• Support the Secretary General and other high-level officials during missions to Brussels.

• Ensure working office space for use by Secretary General and other high level officials.

• Manage logistical and administrative arrangements for the Secretary General and other high-level visitors, such as scheduling meetings, liaising with EU offices regarding the SG’s attendance at events, conferences and sessions of EU bodies, issuance of EU ground passes, changes to travel during missions, preparation of any materials desired.

• Request and ensure timely receipt of INTERPOL documents and publications for distribution during mission of Secretary General and other high-level officials.

• May be exceptionally requested to go on mission to provide assistance during a conference or other activity.

• Except in instances of hardship, accompany the Special Representative of INTERPOL to the EU and other staff on mission when requested.

• Assist administratively before, during and after mission completion.

• Perform any other duties as required by the hierarchy.

REQUIREMENTS
All candidates will be assessed on the under mentioned requirements. Please only include professional experience for which you can provide official proof of employment (i.e. pay-slip indicating your functional title, work certificates, etc.). You could be asked to provide copies of such documents prior to interviews/tests. Any discrepancies found between the information stated in any of your application documents and the evidence of employment provided, will be considered misrepresentation and may lead to your disqualification from this selection procedure. This is especially important for your current and previous functional titles (they need to be exactly the same as the one in your contractual agreement), exact dates of employment, description of responsibilities and achievements, reason(s) for leaving and part-time work.

Education required
• At least two years’ University education in a relevant area.

Experience required
• At least three years’ experience in a relevant area. At least 5 years’ experience in a relevant area is required if the candidate does not have above mentioned level of education.

• Previous experience assisting a Head of Office and/or a high-level official.

• Experience in another International Organization, particularly the European Union, would be a strong asset.

• Experience in law enforcement would be considered an asset.

Languages

• Command of the English and French language.  Spanish/Arabic desirable.

Abilities required
• Ability to draft professional correspondence and edit text for publication in English.

• Excellent command of office software (MS Office Suite, SAP).

• Knowledge of the European Union.

• Ability to work in a team and to maintain good relations with members of the General Secretariat, and to represent the Office to EU partners and colleagues.

• Technology, troubleshooting skills.

• Discretion, diplomacy, tact, rigour.

• Attention to detail and organizational skills.