Applying for a position at a prestigious institution like the European Union Delegation to Kenya requires a polished and purpose-driven CV. Since the application for the Secretary (Local Agent Group 3) role must use the Europass CV template, you’ll want to align both format and content to meet the high standards of the EU while addressing the specific qualifications and duties in the vacancy.

This guide provides practical, role-specific advice on writing a Europass CV that enhances your candidacy for this position.

1. Use the Official Europass Template

As stated in the vacancy announcement, any CV not in the Europass format will be rejected. Create your CV at the official Europass portal

Download the PDF once completed.

2. Fill Out Personal Information Correctly

Include:

• Full name
• Kenyan address or place of residence
• Email and mobile number
• LinkedIn profile (if available)
• Nationality and valid Kenyan work permit status, especially if you’re not a citizen.

Tip: Do not include a photo, date of birth, or marital status unless required. These are not part of EU best practices.

3. Customize the “Job Applied For” Section

Use this exact title:

Secretary – Local Agent Group 3 – Political, Press and Information Section

This shows you’ve read the job description and understand the placement within the delegation.

4. Tailor Work Experience for the EU Context

List jobs in reverse chronological order. For each role, include:

• Dates of employment (Month/Year)
• Job title
• Employer name and location
• Description of duties

Use phrases and responsibilities mirroring the EU role, such as:

• Coordinated logistics for international conferences and high-level meetings.
• Handled correspondence and filing in compliance with diplomatic protocols.
• Drafted accurate meeting minutes and briefing reports.

Align your past experience with the EU’s listed tasks:

• Administrative support
• Minute writing
• Mission and visitor logistics
• Event coordination
• Document management and archiving

If you’ve worked in:

• Embassies
• International organizations
• Diplomatic environments
  Highlight this prominently — it’s an asset.

5. Emphasize Your Educational Background

At a minimum, include:

• Kenya Certificate of Secondary Education (KCSE) or equivalent
• Diploma in Secretarial or Administration Studies (if applicable)

Structure:

• Name of institution
• Location
• Qualification obtained
• Dates attended

If you have any EU-related training, courses in diplomatic studies, administration, or communications, include them here or in the “Additional Courses” section.

6. Demonstrate Language Proficiency

In the Languages section:

• Indicate English as a working language and self-assess as:
  • C1 or C2 in Reading, Writing, Listening, and Speaking (based on CEFR levels)
• Add Kiswahili and any European language(s) you may speak (e.g., French, German)

Use the CEFR rating tool within the Europass CV platform to complete this section accurately.

7. Present Your Digital Competence

Required:

• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint)
• Document management (filling and archiving systems)
• Email scheduling and calendar management tools

Sample entry:

MS Office Suite – Proficient in creating documents, reports, spreadsheets, and managing shared calendars and digital archives.

Optional (advantageous):

• EU document management systems (if experienced)
• Web or database tools

8. Showcase Soft Skills and Interpersonal Abilities

Use the “Personal Skills” section to reflect key traits from the vacancy:

Communication Skills

Excellent written and verbal communication. Experienced in drafting minutes, coordinating events, and writing official correspondences.

Interpersonal Skills

Worked in multicultural teams; liaised with high-level officials, partner agencies, and stakeholders in international settings.

Management and Organization

Skilled at coordinating meetings, handling logistics, and multitasking in fast-paced, confidential environments.

Problem Solving

Able to prioritize tasks, foresee logistical needs, and resolve administrative issues proactively.

9. Include Additional Information Strategically

Projects, Courses, or Certifications

If you’ve taken any of the following, include them:

• Secretarial training
• Courses in communication, event planning, or office administration
• First aid, protocol training, or diplomacy courses

Volunteering

Mention any work with embassies, NGOs, or community groups that involved administrative tasks, cross-cultural engagement, or press/communication functions.

Driving License

Add this if you have one; it may support logistics roles.

10. Maintain a Professional Format

Keep the CV:

• Two pages max
• Clean and easy to read
• Written in British English (preferred spelling style for EU Delegations)

Avoid excessive text blocks — use bullet points and concise action verbs (e.g., Coordinated, Managed, Supported, Drafted).

11. Review and Proofread

Check:

• Grammar and spelling
• Consistent formatting
• Accurate dates and responsibilities

❗ Mistakes or inconsistencies could lead to disqualification.

12. Name and Save Your File Properly

Use a clear filename:

Firstname_Lastname_EU_SecretaryCV.pdf

Attach only the requested files:

• Europass CV
• Signed motivation letter
• Scanned certificates and work experience declarations

Send to:
eeasjobs-096@eeas.europa.eu
By: 23 May 2025, 12h00 EAT

Final Tips

• Do not overstate qualifications—they may be verified.
• Be honest about your level of proficiency in tools and languages.
• If shortlisted, prepare for a written and oral interview.

Follow this link to create your CV to Europass standards

https://europa.eu/europass/eportfolio/screen/cv-editor?lang=en

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Need a tailored Europass CV and Motivation letter that will perfectly align your knowledge and experience with the Secretary position and increase your chances of being shortlisted, email your CV to cv@oyk.co.ke with subject ‘Europass CV Revamp’

Kindly note that cv@oyk.co.ke is not an official application for the position above, however used for the sole purpose of helping you revamp your CV and writer a captivating motivation letter. Sending your application to this email will not get you shortlisted