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Vacancy Notice: Administrative Assistant (Local Agent Group II) – EU Delegation to China

23.06.2026 New opportunity

In the field of Facility Management 

Administrative Assistant (Local Agent Group II) – EU Delegation to China

 

The post (Local Agent Group II) in the Delegation’s Administration Section is part of a team consisting of 16 people. The European Union Delegation to China are seeking a highly skilled and experienced officer in the field of Facility Management to oversee the efficient operation and maintenance of our facilities. Under the supervision and responsibility of the Head of the Administration, the ideal candidate will be responsible for ensuring the functionality, safety, and overall well-being of our physical spaces, including office and residential buildings. The successful applicant will play a key role in optimizing operational processes, managing resources, and creating a conducive work environment for employees. 

The position is offered under a fixed term contract of three and a half (3.5) years, renewable once.

Main tasks and duties: 

1. Facility Maintenance:

  • Develop and implement a comprehensive maintenance program to ensure the proper functioning of all facilities.

  • Coordinate and supervise maintenance activities, including repairs, renovations, and upgrades.

  • Conduct regular inspections to identify and address potential issues proactively.

  • Support strategic planning related to the Delegation’s long-term infrastructure needs, including scenario analysis and investment planning.

2. Space Planning and Utilization:

  • Optimize the layout and utilization of space to meet organizational needs and accommodate growth.

  • Plan and execute space reconfigurations and furniture allocation needs as required.

  • Ensure compliance with safety and environmental regulations in all space planning activities.

3. Vendor Management:

  • Source, negotiate with, procure (e.g. needs definition, market surveys, tendering), and manage relationships with external service providers and vendors.

  • Oversee contracted services, such as cleaning, security, and landscaping, to ensure high standards are maintained.

  • Evaluate vendor performance and initiate improvements as needed.

4. Budget Oversight:

  • Develop and manage the facility budget, ensuring cost-effective operations.

  • Monitor expenses, analyse variances, and implement cost-saving measures without compromising safety and quality.

5. Health and Safety Compliance:

  • Ensure compliance with health and safety regulations in all aspects of facility management.

  • Conduct regular safety drills and training sessions for employees.

6. Environmental Sustainability:

  • Identify and implement initiatives to enhance and meeting environmental sustainability requirements within the facilities.

  • Integrate energy-efficient practices and waste reduction programs.

7. Emergency Response and Business Continuity:

  • Develop and maintain emergency response plans to address various contingencies.

  • Ensure the availability of resources and systems required for business continuity in case of disruptions.

8. Infrastructure Planning and Capital Projects

  • Lead and coordinate the identification, assessment, and selection of new premises in line with operational, technical, and security requirements. 

  • Manage building-related projects, including new construction, refurbishment, and fit-out works, from initial planning through to completion and handover. 

  • Act as the focal point for external stakeholders, including architects, engineers, contractors, and interior designers, ensuring effective coordination and delivery of projects. 

  • Oversee project governance, including timelines, budgets, procurement processes, and quality control, ensuring compliance with applicable rules and standards. 

  • Translate operational needs into technical specifications and functional layouts, ensuring optimal space planning and workplace design. 

  • Monitor project risks and propose mitigation measures to ensure timely and cost-effective delivery. 

The base salary will depend on pertinent and verified employment experience, typically starting from CNY 24,317. There is a competitive benefits package, subject to certain conditions, including personal leave days, health insurances, and a retirement savings plan. 

The expected start date will be October 2026. 

Minimum requirements / eligibility criteria (necessary for the application to be considered)

  • Bachelor's degree in Facility Management, Engineering (civil, mechanical, electrical), Architecture, Construction Management, or a related field, degrees in Project Management or Real Estate/Property Management can also be considered where combined with relevant professional experience.

  • Minimum 3 years proven experience in Facility Management, Engineering (civil, mechanical, electrical), Architecture, Construction Management.

  • Excellent verbal and written communication skills in English and Mandarin.

  • Right to residence and work in China.

  • Pass the required pre-recruitment medical exam.

Assets / selection criteria (basis for awarding points to select the best applicant) 

  • Strong knowledge of facility management principles, health and safety regulations, and environmental sustainability practices.

  • Excellent organizational and planning skills.

  • Exceptional communication and interpersonal abilities.

  • Proficient in using facility management software and tools. Knowledge of CAD software (e.g. AutoCAD) is an advantage.

If you are a strategic thinker with a hands-on approach to facility management and possess the ability to create and maintain a safe, efficient, and pleasant working environment, we invite you to apply for this exciting opportunity.

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 Beijing, China works in close coordination with the Embassies and Consulates of the other EU Member States missions. We are a fully-fledged diplomatic mission and represent the European Union in dealings with the Chinese government in areas that are part of the EU’s remit.

How to apply

The application should include a cover letter and a detailed CV in English, using the Europass CV format:  https://europa.eu/europass/en/create-europass-cv. 

Please email your application to eeasjobs-109@eeas.europa.eu

Please mention: Family Name – First Name – ADMIN Section, in the subject line.  

The deadline for reception of the applications is set for 17hrs on 20 July 2026 (GMT +8).

The Delegation will not supply additional information or discuss the selection procedure by telephone. During the selection process, please do not contact the members of the Selection Committee; please address any queries concerning this procedure to the above-mentioned mailbox with a reference: Question – ADMIN SECTION.

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. The highest qualified candidates will be invited to the final interview and/or practical test planned during July/August 2026.

The successful candidate will be subject to a medical check-up and background check. 

Only candidates admitted to each successive selection phase will be contacted individually. The Delegation will use the same means of publication as for this job advertisement to inform the remaining candidates once the recruitment procedure has been completed and that a candidate has (or has not) been recruited.

The European Union Delegation is an equal opportunity employer, who believes that diversity is good for our people and our business. Therefore, we promote the inclusion of suitable, qualified, and experienced staff and welcome different characteristics with regard, for example, to their gender, age, racial or ethnic origin, religion or beliefs, sexual orientation/identity, or disability.

Personal data are processed in the context of recruitment in accordance with Regulation (EU) 2018/1725 of 23 October 2018 on the protection of natural persons regarding the processing of personal data by the Union institutions, bodies, offices and agencies and on the free movement of such data. By submitting the application, I agree to the above Terms and Conditions.