Job Title: Professional Assistant

Ref. UfM/ST/2026/07

**Department/Division :**SD (Sustainable Development) Division

Reports to: Deputy Secretary General (DSG) – SD

Deadline to apply : 22 August 2026 (midnight, European time, CEST, GMT+2 ).

Staff category and conditions :

- Post Classification: CS4.2 Assistant (Step 1)

- Gross Salary: 36,720 €

- Contracted Staff as per Staff Regulations and Implementing Rules of the Staff Regulations.

- Short-Term Contract until 31st of December 2026 , renewable, with 1 month probation period: The duration of the contract will be determined based on the recruitment process, the possibility of extension is subject to positive performance, applicable regulations and budget appropriations.

SUMMARY

Under the supervision of the Deputy Secretary General, the professional assistant will provide secretarial, clerical and administrative support the SD division.

PRIMARY RESPONSIBILITIES

Under the supervision of the Deputy Secretary General, the Professional Assistant provides administrative and operational support to the Sustainable Development Division in fostering regional dialogue and promoting regional projects in the assigned fields

1. Providing general support to the DSG and Division´s Staff in administrative matters:

- Organizing and maintaining diaries and making appointments (only for DSG) ;

- Preparing procurement, missions and payment requests (only for DSG) ;

- Arranging working missions (arranging travel, accommodation, visas, etc.) (only for DSG) ;

- Organizing and maintaining files and records, database of contacts, etc. ;

- Meeting and greeting visitors at all levels of seniority;

- Dealing with incoming telephone calls, emails, faxes and post, screening enquiries and requests and handling them as appropriate;

- Support the Division team in preparing and organizing meetings and events with internal staff and/or with external stakeholders, in coordination with the Communication & Events Department, and when appropriate with the event company and providers;

- Providing general assistance during presentations;

- Providing general assistance with requests related to the Ministry of Foreign Affairs;

- Liaising with other Divisions and Departments of the UfM Secretariat;

2.



Providing general support to the DSG and Division´s Staff in operational matters:

- Attending meetings and taking minutes;

- Gathering preparatory documents for meetings and missions, including presentations;

- Collecting and disseminating communication material related to the Divisions´ projects and activities, when necessary, in coordination with the Communication Department;

- Monitoring and updating internally activities of the Divisions, when necessary, in coordination with the Communication Department:

- Sharing with the teams internal and external communications received from Cabinet, other Divisions, and sector stakeholders, on Division mailboxes or by other means;

- If requested support with the drafting of emails and communications;

Carry out other duties as required by the line manager that follows under the corresponding responsibilities.

QUALIFICATIONS, SKILLS AND RELEVANT EXPERIENCE:

Minimum requirements:

- Be a national of a UfM Member State (https://ufmsecretariat.org/who-we-are/member-states/)

- Bachelor's Degree in Communication, Social Sciences, Business Administration or equivalent;

- A minimum of three years of relevant professional experience in a multicultural environment.

- 3 years of secretarial or administrative support experience in a multicultural environment would be an asset

- Excellent computer literacy;

- Excellent organizational skills including ability to prioritize, multi-task, and work effectively with minimal supervision;

- Excellent communication skills, both verbal and written;

- Professional telephone manners;

- Proven ability to work under pressure and to tight deadlines;

- High-level of accuracy and attention to detail.

LANGUAGES

- Fluency in English is mandatory.

- Good command of Spanish is desirable and other UfM languages would be considered as a strong asset (French and Arabic).

SUMBISSION OF APPLICATIONS :

1.Application :





Candidates must complete the online application form and upload the following documents in English and in PDF format only:

- A detailed CV, clearly outlining relevant education and professional experience.

- A motivation letter, mentioning the position applied for and including the candidate’s full postal address.

Both files must include the candidate’s name in the file name, for example: “Name Surname – CV” and “Name Surname – Cover Letter”.

Please, do not send any supporting documents (i.e.: copies of ID-card, educational certificates, evidence of previous professional experience etc.) with the application at this stage.

2.Submission Date:

Complete applications must be submitted by 22 August 2026 (midnight, CEST – Central European Summer Time, GMT+2)

3.Selection Process:

Complete applications are evaluated in terms of experience, education and skills. The Selection process for eligible candidates consists of a competency-based interview. Based on the selection process progress, an additional selection step might be added.

4.Conditions:

Based on candidates´ qualifications and experiences, the UfM Secretariat reserves the right to appoint the selected candidate at a lower grade and/or step than the ones advertised in the above call for candidatures.

Protection of personal data - Privacy notice

The UfMS, as the body responsible for organizing the selection process, will ensure that Candidates’ personal data are processed with greatest care and confidentiality. This applies in particular to the security of such data. Personal data shall be processed solely for the purpose of the selection procedure. Candidates are free to give their data on voluntary basis, although failure to respond with any further information requested will exclude the concerned candidate automatically from the recruitment procedure. Thus, Candidates give an explicit consent by submitting their candidatures for their processing, which constitutes a complimentary ground for lawfulness of data processing, notably with regard to sensitive data.

Should any Candidate have any query concerning the processing of her/his personal data, she/he shall address it tot he followingaddress: [email protected] .

📌 Professional Assistant (short-term contract)- Ref.UfM/ST/2026/07 (Barcelona)
🏢 Union for the Mediterranean
📍 Barcelona