Location: Barcelona, Spain
The UfM Secretariat seeks a Professional Assistant for its Sustainable Development (SD) Division, reporting to the Deputy Secretary General (DSG) – SD. Post classification CS4.2 Assistant (Step 1); gross salary €36,720; short-term contract until 31 December 2026, renewable, with a 1-month probation period (extension subject to 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 to the SD Division, supporting regional dialogue and the promotion of regional projects in the assigned fields.
Primary responsibilities — administrative: organizing and maintaining diaries and appointments (for the DSG); preparing procurement, mission and payment requests (for the DSG); arranging working missions (travel, accommodation, visas) for the DSG; organizing and maintaining files, records and contact databases; meeting and greeting visitors at all levels of seniority; handling incoming calls, emails, faxes and post, screening enquiries and requests; supporting the team in preparing and organizing meetings and events with internal staff and external stakeholders, in coordination with the Communication & Events Department; providing general assistance during presentations and with requests related to the Ministry of Foreign Affairs; liaising with other Divisions and Departments of the UfM Secretariat.
Operational: attending meetings and taking minutes; gathering preparatory documents for meetings and missions, including presentations; collecting and disseminating communication material on the Division's projects and activities; monitoring and updating Division activities internally; sharing internal and external communications received from Cabinet, other Divisions and sector stakeholders; supporting the drafting of emails and communications; and other duties as required by the line manager.
Minimum requirements: national of a UfM Member State; Bachelor's degree in Communication, Social Sciences, Business Administration or equivalent; minimum three years of relevant professional experience in a multicultural environment (3 years of secretarial or administrative support experience in a multicultural environment an asset); excellent computer literacy; excellent organizational skills including the ability to prioritize, multi-task and work with minimal supervision; excellent verbal and written communication skills; professional telephone manner; 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 desirable; other UfM languages (French and Arabic) a strong asset. Selection consists of a competency-based interview for eligible candidates; the Secretariat reserves the right to appoint at a lower grade and/or step than advertised.
Closing date: 22 August 2026
HOW TO APPLY:
Candidates must complete the online application form and upload, in English and in PDF format only: a detailed CV clearly outlining relevant education and professional experience, and 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 (e.g. "Name Surname – CV", "Name Surname – Cover Letter"). Do not send supporting documents (ID copies, certificates, etc.) at this stage. Complete applications must be submitted by 22 August 2026 (midnight, CEST, GMT+2). Queries on personal data processing: hr.recruitment@ufmsecretariat.org
https://https-ufmsecretariat-org.factorial.es/apply/professional-assistant-short-term-contract-ref-ufm-st-2026-07-317759