The European Union Delegation to the Kyrgyz Republic is looking for: 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, which have a similar function to those of an embassy.

The EU Delegation to the Kyrgyz Republic 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 Kyrgyz government in areas that are part of the EU’s remit.

We offer

The post of Office support agent - Receptionist (Local Agent Group IV) in the Delegation’s Administration Section. The team consists of 7 people and there are occasional atypical working hours.

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, expertise and assistance in Reception.

Following main tasks and duties are currently required: 

• Perform functions of receptionist (welcome and assist guests, provide information)
• Perform functions of telephone operator (answer all incoming calls, filter and transfer calls as appropriate and provide information)
• Document management (attribution of incoming mail and internal documents)
• Filing and registering of correspondence and documents (photocopying, scanning, faxing, archiving, filing, storing, reproducing, translating, circulating and /or retrieving of documents)
• Office management and coordination: Organize meetings and manage logistical and organizational tasks (including hotel reservations and flight booking)
• Providing office support in Administration section by responding to general inquiries and managing calendar, routine correspondence and other texts related to Section's activities
• Give support in protocol matters (visa, clearance documents etc.), draft verbal notes as required
• Logistics: Order and store office supplies and stationary; Contact relevant companies for maintenance or repair of office equipment; Assist the Administration in assets inventory; Receive and send the diplomatic pouch
• Managing information and procedures regarding missions, flexitime, leave and absence records – liaison with all the sections
• Contributing to the follow-up of administrative arrangements related to recruitment and arrival of the new Section staff members
• Arrange annual and recruitment medical check-up for all local staff upon request of Head of Administration
• Distribute telephone calls list for identification of private calls by each staff member
• Other tasks that are in the interest of the service that are attributed by the Head of the Delegation or the Head of Administration section and their substitutes can also be required

The base salary will depend on relevant and verified employment experience, typically starting from 701 EUR (basic salary). There is a competitive benefits package, subject to certain conditions, including personal leave days and public holidays, health insurances and a retirement savings plan.

Please note that a part of the basic salary is transferred directly to the Social Fund and Tax authorities in accordance with the local legislation.

The expected start date will be 1 September 2023. 

Minimum requirements

• Minimum of Higher education diploma or equivalent
• Minimum of 2 years of experience in above mentioned or similar tasks
• Working knowledge (B2) of English language
• Working knowledge (B2) of Russian language
• Working knowledge of Kyrgyz language (B2)
• Right to residence and work in Kyrgyz Republic
• Medical fitness to carry out the tasks assigned

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

• High level of responsibility and flexibility
• Experience in international / diplomatic environment
• Excellent level of computer skills (Word, Excel, Outlook)
• Experience in IT tool to register incoming/outcoming mail/emails
• Excellent ability for team work and capacity to work under pressure;
• Ability to work in a proactive and autonomous way

The process

After the deadline for applications, the eligible applications will be admitted to the Selection by the 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 assessment of the information provided in the cover letter, CV and supporting documents. Five best candidates will be invited to the interview.

Only candidates admitted to the interview 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 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.