Vacancy: Receptionist/Office Support Agent
We are
The European Union (EU) is an economic and political union between 27 European countries. It plays an important role in international affairs through diplomacy, trade, development aid and working with global organizations. Abroad, the EU is represented through more than 140 diplomatic representations, also known as EU Delegations, which have a similar function to those of an embassy.
The EU Delegation to Australia, Canberra works in close coordination with the Embassies and Consulates of the 27 EU Member States. We are a fully-fledged diplomatic mission and represent the European Union in dealings with the Australian Government in areas that are part of the EU’s remit.
We offer
The post of Receptionist / Office Support Agent (Local Agent Group 4) in the Administration section. The team consists of 5 people, and the Delegation is a multicultural working environment. This position implies fixed working hours, typically: 8.30-12.30 / 13.15-17.00 (16.00 on Friday).
Under this post, the recruited person will be attributed functions depending on the needs of the Delegation, and on the changes of these needs. The successful candidate will serve under the supervision and responsibility of the Head of Administration Section, providing support, and assistance at the reception of the Delegation.
The following main tasks and duties are currently required, but may evolve according to service needs:
- Operate the Delegation's reception desk: receive and connect incoming calls and deal with general information requests, welcome visitors.
- Receive and distribute incoming mail, organize couriers and franking of outgoing mail.
- Support the sections for the organization of meetings and events, mainly at the Delegation: preparation and clean up of the meeting room, welcoming visitors.
- Monitor stock of office stationery, cleaning supplies, toner and spare cartridges, and prepare orders for purchase when necessary.
- Operates as data entry agent (encoding) for incoming invoices in the relevant software.
- Ensure the update of the assets inventory of the Delegation.
- Occasional back-up for the driver of the Delegation, in the absence of the driver, or when need arise. Driving may occur during evenings or weekends.
- Maintain and update the Delegation's list of suppliers and contractors as well as keep a calendar of maintenance visits.
- When required, encode incoming/outgoing mail, including filing and archiving and assist with preparation of mailings and mailing lists where necessary.
- In the absence of the administration officer, liaising with suppliers and arranging maintenance when necessary (copiers/printers, plumbing, electrical, gardening, cleaning, waste and paper recycle bins, etc.).
- Provide secretarial and administrative support to the administration section and other sections of the Delegation when necessary.
The following personal skills are required:
- Ability to communicate effectively with the general public (in person and on the telephone).
- Ability to work under pressure and to respond quickly to new demands arising from the needs of the Delegation.
- Punctuality and respect of deadlines are required.
- Ability to work both independently as well as to work in a team in a multicultural environment.
- Capacity to focus on priorities, to show initiative and to organize own workload (in order to respect deadlines and delegation priorities).
The base salary will depend on relevant and verified employment experience, typically starting from AUD 5,367 (excl. Superannuation). There is a competitive benefits package, subject to certain conditions, including personal leave days and public holidays, and health insurances.
The expected start date will be 01/06/2026.
Minimum requirements / eligibility criteria (necessary for the application to be considered)
- Minimum of secondary education (Year 10);
- Valid Australian driving license
- Excellent knowledge (C2) of English
- Right to reside and work in Australia (one-year visa minimum)
Assets / selection criteria (basis for awarding points to select the best applicant)
- Degree in secretariat or logistics
- Professional experience in a relevant field (secretariat, receptionist, or any other relevant experience)
- Experience in a diplomatic mission
- Proficiency in other European language
How to apply
The applicant must apply by sending
- a cover letter, signed;
- a Curriculum Vitæ (to include, at the minimum, exact job titles, employers’ names and detailed tasks descriptions) using one of the Europass templates available at: https://europass.europa.eu/en
- for non-Australian citizens: details of visa and expiry date
all documents to the following email address:
And mention in the email subject: “Ref: 157689 – Office Support Agent”
no later than 05/04/2026.
Caution: The applicant must verify that he/she fulfills all the conditions under the “minimum criteria” section. The absence of one of these conditions or documents is a reason for the rejection of the application.
The process
After the deadline for applications, the eligible applications will be admitted to the Selection by the Committee set up for this purpose.
Depending on the number of applications received, successive phases of Selection may include shortlisting of candidates based assessment of the information provided in the cover letter, CV and interviews. Three to five best candidates will be invited to the final interview.
Only candidates admitted to each successive selection phase will be contacted individually. The Delegation will not supply additional information or discuss the selection procedure. During the selection process, please do not contact the members of the Selection Committee, but address your questions and comments to the Delegation’s Administration using the email mentioned under “how to apply”.
The successful candidate will be subject to a medical check and background check.
Candidates who wish to lodge a complaint regarding the recruitment process may submit a written communication to the functional mailbox to which they sent the initial application. Upon receipt, the Delegation will review the matter and, where appropriate, consult Headquarters before providing a response.
EQUAL OPPORTUNITIES:
The European Union is committed to an equal opportunities policy for all its employees and applicants for employment. As an employer, the EU is committed to promoting gender equality, preventing discrimination on any grounds and ensuring a zero tolerance approach to any form of harassment. It actively welcomes applications from all qualified candidates from diverse backgrounds. We aim at a service which is truly representative of society, where each staff member feels respected, is able to give their best and can develop their full potential.
If pre-selected, candidates with disabilities are invited to contact the Delegation (delegation-australia-hoa@eeas.europa.eu) in order to accommodate any special needs and provide assistance to ensure equality of opportunities with other candidates.
If a candidate with a disability is selected and recruited, the EEAS is committed to appropriate measures in order to accommodate his or her special needs to the working place or working conditions in accordance with Art 4 of the Decision ADMIN(2025)13 of the Director-General for Resource Management of the European External Action Service on providing reasonable accommodation for local staff with disabilities working in Union Delegations.
DATA PROTECTION NOTICE: