Office Support Agent

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, who have a similar function to those of an embassy. 

The EU Delegation to Japan was established in 1974 with the objective of fostering closer ties between the European Union and Japan.

We offer

We offer a post of Office Support Agent (Local Agent Group IV). Under this post, the recruited person will be attributed functions depending on the needs of the Delegation.  The successful candidate will serve under the supervision and responsibility of the Head of Administration Section.  The post will open from 1 September 2026.

In particular the tasks will include, among others:

ORGANIZATION OF PUBLIC EVENTS AT THE DELEGATION

• Manage the reservation system for the use of the public spaces in Europa House
• Maintain records of all events at Europa House
• Liaise with and provide logistical support to the Section(s) of the Delegation responsible for the event
• In case of an outside event, not directly organized by the Delegation, liaise with the organizer
• Ensure the correct set-up of the facilities in the public space before and after events
• Coordinate technical support for events (technical equipment, such as sound system, laptops etc)
• Support the organization of large events at Europa House by giving guidance to organizers and visitors, distributing documentation where required, and organizing the cloakroom etc.

RECEPTION

• Reception and switchboard duty
• Provide information and assistance to visitors to the Delegation
• Support the distribution and collection of mail

OTHER DUTIES

• Coordination of the use of service cars and drivers
• Assist in inventory management and ordering of office supplies

The job will be carried out in the EU Delegation premises in Tokyo with a working time of 37.5 hours / week. The basic monthly salary will depend on relevant and verified employment experience, typically starting from JPY 341,288 to maximum JPY 595,899. There is a competitive benefits package, including bonuses, housing and transportation allowances, paid leave days and public holidays, full benefit of Japanese social insurance and the additional pension scheme.

The contract will be limited to three years.

Selection Criteria 

Minimum Requirements:

1. Medically fit to perform the required duties.

2. Enjoy civil rights and permits for employment under local law.

3. Good knowledge of English (B1 level) and native level of Japanese language (C2 level). 

4. High school degree.

5. At least 3 years' of professional experience.

Knowledge and expertise in the following areas would be considered as an asset:

1. University degree

2. Work experience in a multi-national environment or a foreign entity (embassy, foreign company, international organization).

3. Knowledge of EU institutions.

How to apply

Please send your application and supporting documents by email to eeasjobs-227@eeas.europa.eu to : 
Head of Administration, Office Support Agent recruitment.  The application should include a cover letter including a list of references of previous employers specifying contact details (company/institution, position, email and telephone number) and a detailed CV. Other supporting documents can also be attached with the application. 

The EU Delegation will not supply additional information or discuss the selection procedure by telephone or in person: Please address any queries concerning this procedure to 
DELEGATION-JAPAN-RECRUITMENT@eeas.europa.eu .

The procedure

1. After the deadline for applications, the applications will be reviewed by a Selection Committee set up for this purpose. The Selection Committee will prepare a short-list of candidates who are considered to be the most suitable for the post on the basis of a preliminary assessment of the information provided in their application letter and the supporting documents.  The short-listed candidates will be invited to a selection process in which the knowledge of the applicant in the relevant field will be tested.

    

2. The candidates who have not been short-listed will not be contacted individually; However, the Delegation will use the same means of publication as for this Vacancy Notice to inform the remaining candidates once the recruitment procedure has been completed and that a candidate has (or has not) been recruited. 

Deadline for applications: 15 May 2026 (C.O.B. Japan time)