Posição/Serviço 2:

EXECUTIVE SECRETARIAT SERVICES

- UNDER ABH2 UK PACT PROJECT -

(Accepting proposals until August 27, 2026)

Service Availability: 95% availability of 40h per week during business hours. When the service provider is not able to keep up these performance standards they shall compensate the client with service credits.

Place of Service: Preferentially in the premises of the ABH2.

SERVICE DESCRIPTION:

Responsible for providing technical and executive support to the CEO and to the PMO of the project, combining the management of the executive's schedule with direct assistance in the delivery of the technical outputs. The service involves planning and administering commitments, travel arrangements, project management meetings, conferences, and events, as well as organizing and securely storing records, minutes, correspondence, and project communications. The service requires an understanding of the technical content addressed in meetings and documents, in order to accurately record discussions, decisions, and follow-up actions; to support the preparation, formatting, and review of reports, presentations, and dissemination materials in Portuguese and English; to track deadlines and the status of the deliverables together with the CEO and the PMO; and to maintain the interaction with consultants, partner institutions, government bodies, and the donor. The position also involves making, answering, and directing phone calls and electronic messages appropriately, and identifying visitors and the matters to be addressed for referral to the relevant project areas.

REQUIRED EDUCATION BACKGROUND OF THE ALLOCATED SERVICE PROVIDER:

Completed Higher Education. A stricto sensu postgraduate degree (master's or doctorate) in a technical or scientific field is desirable.

FIELDS OF SERVICE:

Executive Secretariat, Administration, or Related Areas, with experience in research, development, and innovation projects. Backgrounds in exact sciences or engineering combined with experience in executive assistance will also be considered.

OTHER REQUIREMENTS:

The service provider must have previous experience in high-level technical and administrative support to research, development, and innovation projects, preferably within international or bilateral cooperation initiatives. Familiarity with the workflow for producing technical and scientific documents is required, including drafting, standardization, review, and submission of reports, papers, and other deliverables. Knowledge of the energy sector, with emphasis on hydrogen and the energy transition, is required to the extent needed to follow technical discussions and record them accurately. Fluent or advanced English proficiency, both oral and written, is required for the allocated service provider, including the reading of technical literature and the drafting of institutional correspondence. Proficiency in Microsoft Office and in project management software is essential, with command of deadline control, version control, and document management routines; familiarity with bibliographic reference tools is desirable. The allocated service provider should have knowledge of office management, administrative practices, and people management, including the supervision of support staff. Strong oral and written communication skills are a must, along with the ability to organize, multitask, and prioritize tasks effectively. High interpersonal skills are needed to foster a good environment with teams, suppliers, and clients. Discretion and confidentiality in handling sensitive information are required. Efficiency, dynamism, commitment, autonomy, and flexibility to accept suggestions for revising or redoing tasks and improving individual and project performance are expected.

RESPONSIBILITIES:

• Maintain the executive's schedule and assist in planning and administering commitments, travel, project management meetings, conferences, etc.

• Act as secretary in technical and management meetings, preparing minutes and records that accurately capture the content discussed, the decisions taken, and the follow-up actions

• Draft, format, standardize, and review reports, outputs, presentations, and technical materials in Portuguese and English, supporting the submission process according to the standards of the donor and of the partner institutions

• Track deadlines and the status of the deliverables, keeping the CEO informed of pending issues and schedule risks

• Support the organization of workshops, seminars, conferences, and technical visits, including contact with speakers, participants, and invited institutions

• Answer and direct phone calls and electronic messages appropriately

• Draft and review institutional correspondence, communications, and invitations in Portuguese and English, submitting them for the approval of the CEO or the PMO

• Organize travel for the executives and for the technical team

• Manage confidential documents to ensure secure storage

• Maintain electronic and paper records, including version control of project documents, ensuring organized and easily accessible information

• Support the interaction with partner institutions, government bodies, sector associations, and the donor

• Perform other related activities