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Secretary – Post No. 216152 – Administration Section

16.06.2026 Expiring soon

The European Union Delegation to Japan is looking for one: Secretary – Post No. 216152

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 organisations. Abroad, the EU is represented through 145 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 Secretary – Post No. 216152 (Local Agent Group III). 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 November 2026.

In particular the tasks will include, among others:

Support of the administration and operations of the Delegation by ensuring the effective management of assets, procurement, logistics, finance and administrative coordination including occasional physical or operational support.

Main responsibilities include:

  • Dealing with accommodations and Ambassador’s residence (accommodation agreement, calculating utilities, being a point of contact for residents for maintenance, repairs and other housing-related issues) 

  • Organizing the Delegation’s physical assets and inventory (vehicles, furniture, IT equipment for offices, accommodations and Ambassador’s residence). 

  • Supporting procurement, financial and administrative processes related to Delegation infrastructure and operations. 

  • Processing financial and administrative transactions related to other operational activities. 

  • Preparing market research, notes to the file, technical specifications and documentation for procurement procedures. 

  • Supporting the Head of Administration in key management and coordination matters. 

  • Providing support for high-level visits, meetings and official events. 

  • Back up in protocol and HR matters.

  • Performing other ad hoc tasks assigned by the Head of Section including possible cross sections’ tasks.

The position requires flexibility, strong organisational skills, the ability to manage multiple priorities, and the capacity to work in an international and fast-changing environment.

The job will be carried out on 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 451,323 to maximum JPY 776,119. 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. No sponsorship will be provided.

  3. Excellent knowledge of English (B2 level) and native level of Japanese language (C2 level). 

  4. A university degree.

  5. At least 2 years of experience of administration work.

  6. Excellent command of MS Office (Outlook, Word, Excel, PowerPoint) and the use of EU internal and external web-tools.

  7. Highly discreet in managing sensitive information

  8. Strong organizational and multitasking skills

  9. Flexibility and adaptability

  10. Ability to work independently and in a team

  11. Excellent interpersonal and communication skills

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

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

  2. Knowledge of EU institutions.

 

How to apply

Please send your application and supporting documents by email to eeasjobs-141@eeas.europa.eu to :  Head of Administration Admin Secretary recruitment – Post No. 216152.  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: 10 July 2026 (C.O.B. Japan time)