Job title: Secretary
(m/f/x)
LOCAL AGENT GROUP III
Ref: 156840 – Administration Section
We are
The European Union (EU) is an economic and political partnership 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, known also as EU Delegations, which have a similar function to those of an embassy.
The EU Delegation to the Chile 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 Chilean government in areas that are part of the EU’s remit.
We offer
The post of Secretary (Local Agent, Group III) in the Delegation’s Administration Section. Under a fixed-term employment contract of one year, with a possibility of renewal under reserve of budgetary availability and operational considerations. For internal candidates holding an indefinite-term contract, alternative contractual arrangements may apply in accordance with institutional policies. The team consists of 7 people and there are occasional atypical working hours.
The successful candidate will serve under the supervision and responsibility of the Head of Administration Section, providing administrative and secretarial support to the Administration Section:
The following main tasks and duties are currently required:
- Manage the creation and updating of business partners in the accounting system.
- Ensure supplier databases are accurate and regularly updated.
- Register received invoices or requests for payment (from suppliers and staff) in Ares and payment control database.
- Initiate invoices in the accounting system when required.
- Manage the Delegation’s car‑booking system and assign drivers/taxis for transport needs.
- Coordinate and assign daily tasks to drivers, monitoring their schedules and overtime to ensure an efficient distribution of duties and a balanced workload.
- Act as secretary to the Head of Administration including scheduling, correspondence, and document preparation.
- Initiate preparation of administrative internal documentation and notes.
- Support the monitoring and follow‑up of local agents’ attendance and absence records through the EU time‑recording application.
- Register incoming and outgoing documents in accordance with EEAS procedures and maintain a clear, logical, and compliant filing and archiving system for all administrative documentation.
- Assist with protocol procedures, including preparing visa and diplomatic documentation, and draft/process notes verbales and other official correspondence with the Ministry of Foreign Affairs or other government institutions on administrative, and logistical matters.
- Provide logistical support for meetings and/or events when required.
- Maintain complete and up‑to‑date files related to expatriate accommodations and upload all required information to Immogest.
- Ensure that all security recommendations for expatriate staff accommodations are implemented.
- Manage the inventory of furniture, equipment, and supplies for the Delegation and the Residence.
- Conduct and follow up on inventory verification exercises according to headquarters’ instructions.
- Support the maintenance of the office and residence premises by coordinating and communicating with service providers, in close collaboration with the Administrative Assistant.
- Provide backup support to other team members during absences, which may include accounting and/or administrative tasks.
- Maintain an effective diary and follow‑up system for all assigned tasks.
- Any other additional tasks assigned by the hierarchical superior and/or the Head of Delegation.
These tasks may be modified based on the Delegation's evolving operational needs.
The base salary will depend on relevant and verified employment experience, typically starting from 2.146.292 CLP. There is a competitive benefits package, subject to certain conditions, including personal leave days and public holidays, health insurances and a retirement savings plan.
The expected start date will be 01/05/2026.
Minimum requirements / eligibility criteria (necessary for the application to be considered)
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Minimum of High School diploma.
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Minimum of 2 years of experience in administrative related matters. The professional experience must be acquired after the date on which the qualification allowing access to the post was obtained.
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Working knowledge (B2) of English language
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Right to residence and work in Chile
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medical fitness to carry out the tasks assigned.
Assets/selection criteria (basis for awarding points to select the best applicant)
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Bachelor’s degree in administration or related fields
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Experience in International/multicultural environments
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Knowledge of additional European languages
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Demonstrated proficiency in computer applications, with a strong command of Microsoft Excel.
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Ability to work effectively in a multicultural team.
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High level of initiative, enthusiasm, and sense of responsibility.
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Excellent organizational abilities, with capacity to prioritize tasks and deliver high‑quality results within deadlines.
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Strong analytical skills and ability to break down and structure work efficiently.
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Ability to understand and apply complex processes and procedures.
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Capacity to work autonomously while maintaining reliable follow‑up on assigned tasks.
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Ability to perform under pressure and manage multiple demands simultaneously.
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Excellent written and oral communication skills.
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Team spirit, social competence, and a collaborative working attitude.
How to apply
The applicant must apply by sending
- a cover letter, signed
- a Curriculum Vitae (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
all documents to the following email address:
eeasjobs-198@eeas.europa.eu
And mention in the email’ subject:
“Ref: 156840 – JOB TITLE: Secretary + last name + name”
no later than 10:30AM Chilean time (UTC‑03:00) 10/04/2026.
Caution: The applicant must verify that he/she fulfills all the conditions. For easy verification, the applicant must mark all the squares relating to each document or application condition in this document:
The absence of one of these conditions or documents is a reason for the rejection of the application. Only CVs in Europass format attached as PDF to your application will be evaluated. Applications submitted in other formats will not be considered.
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; practical testing and interviews. At least three of the 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.
The successful candidate will be subject to a medical check, background check, etc.
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 (eeasjobs-198@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:
https://www.eeas.europa.eu/eeas/eeas-privacy-statement-data-protection-notice-purpose-processing-personal-data-related-recruitment_en
