INTRODUCTION OF POST

Under the direct supervision of the Secretary of the Commission or his/her representative, the incumbent of the post performs the functions of secretariat and carries out a preliminary assessment of the files (mainly individual requests). As such, he/she:

• Ensures all the secretariat tasks required to carry out the Commission's work and activities within the timeframes;
• Provides the necessary logistical support for the proper functioning of the Commission and its Secretariat;
• Prepares individual requests and conducts their preliminary assessment.

Specific responsibilities will be attributed to the post-holder be to assist the CCF Secretariat, including the IT business Analyst working for the CCF, indevelopping modernozed tools to facilitate the management of CCF Files and daily work. These tools must align with CCF rules and procedures, as well ad daily business activities.

In this capacity, the post-holder will collaborate closely with the CCF Cordinator and the IT Business Analyst involved in this modernization to achieve this objective.

Primary duties

DUTY 1: Administrative and technical secretariat

• Ensures the administrative and technical secretarial duties of the Commission’s files;
• Prepares and formats correspondence;
• Proofreads the Commission’s documents and provides as such a language support;
• Attends the plenary sessions of the Commission and take notes that will facilitate the drafting of minutes.
• Examines the origin of any difficulties related to the management of daily tasks, and identifies possible ways forward to remedy the situation.

DUTY 2: Planning and logistical support

• Takes care of the planning of the Secretariat of the Commission and of the respect of the required timeframes.
• Deals with the administrative contacts necessary for the proper functioning of the Commission, in particular with its members and with the relevant directorates of the General Secretariat;
• Prepares the organization and the holding of the Commission’s sessions, and deals with the missions of its members and Secretariat;
• Organizes and ensures the filing of all the Commission’s files;
• In the absence of the Secretary of the Commission or his/her representative, takes the necessary initiatives for the proper administrative handling of the files, in accordance with prior instructions.

DUTY 3: Support to the Commission’s work and preliminary assessment

• Enters data in the Commission’s database of requests with the utmost precision, accuracy and diligence;
• Proceeds with a first evaluation of the nature of the requests, their level of urgency and the initial actions to be taken;
• Makes the necessary contacts with NCBs in order to facilitate the handling of files and the respect of timeframes;
• Takes any initiative that is necessary to relieve the Secretariat of the Commission, including by spontaneously preparing correspondence and looking for the information needed to process files;
• Can be invited to conduct a preliminary assessment of files other than requests.

Perform any other duties as required by the Supervisor.

Requirements

All candidates will be assessed on the under mentioned requirements

Training/Education required

• At least a two years’ advanced degree preferably in the field of law, data protection or human rights.

Experience required

• A minimum of three years’ experience in a similar position, preferably within a legal department;
• Experience gained in an International Organization or multicultural environment would be an asset.

Languages

• Fluency in English and French is required both in written and oral;
• A good working knowledge of a third official working language of the Organization (Arabic, or Spanish) would be an additional asset.

Specific skills and aptitudes required

• Personal and professional maturity;
• Ability to maintain objectivity and apply logical reasoning;
• Ability to work independently or in a team ;
• Ability to work under pressure;
• Good interpersonal skills, especially in an international environment;
• Sense of initiative, creativity and curiosity;
• Ability to synthesize;
• Good listening skills;
• Advanced user of MS Office (Word, Excel, PowerPoint) and Internet researches.