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 Republic of Mauritius, Port Louis, 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 areas that are part of the EU’s remit.

We offer

The post of Office Support Agent (Local Agent Group 4) in the Delegation’s Administration Section. 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.

Following main tasks and duties are currently required: 

Reception duties

• Welcome and registration of visitors in accordance with the security regulations, direct visitors to the appropriate person in the Delegation, maintain records of visits;
• Ensure switchboard operation (answer, screen and forward incoming phone calls, take messages); provide basic and accurate information in-person and via phone/email;
• Liaise with the security personnel for security checks during regular meetings and/or scheduled High Level visits to the Delegation;
• Under the supervision of the DMO, receive, register, sort and distribute daily mail/deliveries to respective Sections; dispatch and collect mail via express courier (e.g. DHL) and the Diplomatic Pouch Mail distribution of incoming mail;
• File, archive, make paper copies and support in distribution of documents as requested.

General administrative and clerical support

Logistic support and meeting facilitation

• Coordinate use of Delegation cars and drivers’ shifts, key user of "Drivers" tool;
• Coordinate car maintenance and driver activity reports from "Drivers" tool;
• Keep and update schedule of the conference/meeting room bookings, support in meeting room preparation and video conference facilitation, arranging meeting refreshments.

Maintaining and distributing supplies and services

• Coordinate orders for business cards and other printed products, such as envelopes and letter head paper and similar: follow up the order process with vendors, distribution;
• Act as key contact for building management and maintenance issues (parking, aircon, repairs, etc.);
• Management of newspaper subscriptions.

Secretarial support for the Administration Section.

Any other task as requested by the Head of Delegation or their delegate according to the needs of the service.

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

• Higher School Certificate, French Baccalaureate or equivalent
• At least  1 year experience as a Secretary/Assistant or as an administrative officer or proven experience in administrative duties
• Proficient user of Mauritian Creole, English (B1) and French (B2). Good ability to understand, read, speak and write
• Excellent command of Microsoft Office as well as Videoconference tools, etc.
• Excellent general computer skills

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

• Diploma in Secretarial or Administrative studies
• Experience in a Diplomatic Mission

How to apply

Please submit your application, consisting of a cover letter, Europass format CV, copies of certificates/diplomas, testimonials and any other supporting documents to the attention of the Head of Delegation by email to DELEGATION-MAURITIUS-RECRUITMENTS@eeas.europa.eu no later than Tuesday 31 October 2023 (16h00 Mauritius time).

Only complete applications received on time will be considered.

Please mention on the subject of your e-mail: [Your Name]/Post of Office Support Agent – Administrative Section

The successful candidate will be subject to a medical check, background check, etc.

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 on the assessment of the information provided in the cover letter, CV, practical testing and interviews. 3 to 5 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: delegation-mauritius-admin@eeas.europa.eu.