THE SECRETARIAT
VACANCY NOTICE AND APPLICATION FORM
POSITION:
ADMINISTRATIVE ASSISTANT
- Substitute for parental leave
OPENING DATE:
CLOSING DATE:
2 June 2017
18 June 2017
The Council of the Baltic Sea States
The Council of the Baltic Sea States (CBSS) serves as an overall regional forum for intergovernmental
cooperation and coordination among the 11 CBSS Member States – Denmark, Estonia, Finland,
Germany, Iceland, Latvia, Lithuania, Norway, Poland, Russia, Sweden, as well as the European Union.
A Permanent International Secretariat was established in Stockholm in October 1998. The budget of the
Secretariat is financed by annual contributions from the CBSS Member States as well as through project
funds. The Secretariat is organised in a core team and specialised units. Currently there are 25
employees at the Secretariat. Additional information about the CBSS is available on www.cbss.org.
Job description
Reporting to the Head of Administration, the Administrative Assistant works closely with other members
of the Administrative team with responsibilities for the following duties:
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As contact point for the Project Support Facility (PSF), manage all aspect of the PSF;
Project accounting, assist in building up project financial models, carry out budgetary control and
follow up project expenditures. Prepare project financial reports as required.
Receive and process invoices, expense forms and requests for payments;
Ensure the accurate and appropriate recording and analysis of financial transactions;
Match invoices with the relevant contracts and service/purchase orders and ensures the
appropriate administration of related financial paperwork;
Assist to compile and file for quarterly VAT returns;
Resolve any issues / queries;
Perform other related duties as required.
Assists with the preparation of Year-End accounts, including year-end cut-off processes for
accounts payable;
Maintains the filing and archiving of accounting / financial documents;
Perform any other additional tasks as requested by the Senior Accountant or any delegated
person;
The job description is intended to describe the general nature and level of work being performed by the
incumbent of this position. It is not intended to be an exhaustive list of all responsibilities and activities
required of the position.
Qualifications and skills:
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University degree in Business Administration or relevant to the position. Minimum 5 years of
relevant working experience with accounting, experience in project accounting is a requirement.
Experience of EU-funded projects an asset.
Knowledge and experience with FORTNOX or similar computer based financial system is vital.
Experience and ability to work with a high degree of accuracy
Working experience in an international environment is an asset.
Excellent proficiency in English and Swedish.
Computer literacy in MS office tools
Terms of employment
This vacancy is subject to local recruitment, i.e. it is open to candidates currently residing within the
Stockholm commuting area.
The Administrative Assistant will be appointed for 9 months’ substitute for parental leave. The suggested
starting date is 1 of August 2017.
Applications
All application documents must be presented in English. Applications consisting of completed
application form, CV and a letter of motivation should be submitted preferably via e-mail to:
Ms. Gertrude Opira
Head of Administration
CBSS Secretariat
P.O. Box 2010
SE 103 11 Stockholm, Sweden
E-Mail [email protected]
Deadline for applications
Complete applications should be submitted not later than 18 June 2017. Applications received after the
deadline will not be considered.
Further information on the position can be acquired from Ms. Gertrude Opira, Head of Administration,
+46 8 440 1922 or Ms. Ligia Broström, Senior Administrative Officer +46 8 440 1932.
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Please attach
a recent photo
APPLICATION FORM
ADMINISTRATIVE ASSISTANT AT THE CBSS SECRETARIAT
FOR INTERNAL USE ONLY
Please provide complete information.
This form may be downloaded from the CBSS website at www.cbss.org
I.
PERSONAL DATA
1. Name (last, first, middle)
2. Address, tel. /fax and e-mail address
3. Date and place of birth
4. Nationality
5. Gender
II.
EDUCATION
Please, list schools and colleges/universities attended. For each, please provide the following
information: Add separate entries for each relevant course you have completed, starting from the most
recent.
Dates (years attended):
Name of organisation providing
Education/training:
Principal subjects/occupational skills
Covered:
Title of qualification awarded:
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III. SUMMARY OF PROFESSIONAL SKILLS AND EXPERTISE
1. Present employment
Employment period:
Position:
Employer:
Address:
Area of work:
Major accomplishments:
2. Past employment
Please, list each of your past employments separately.
Employment period:
Position:
Employer:
Address:
Area of work:
Major accomplishments:
IV.
LANGUAGES
1. Describe proficiency by placing the following numbers (A, B or C) in the appropriate box or
boxes:
A Basic User
B Independent User
C Proficient User
EN
DA
EE
FI
DE
IS
LV
LT
NO
PL
RU
SV
2. Other language(s):
V.
COMPUTER SKILLS
VI.
REFERENCES
Full name
1.
2.
Name of the organisations and
the position held
Contact details
Postal address:
Tel.:
E-mail:
Postal address:
Tel.:
E-mail:
VII. DECLARATION
I confirm that all information stated in this application form is true and complete and I am aware that any
incorrect statement may invalidate my application.
Date:
……………………………
Signature of the Applicant
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