Vacancy: Secretary in the Administration Section

The European Union Delegation to the Kingdom of Saudi Arabia is looking for:

Secretary in the Administration Section 

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 Kingdom of Saudi Arabia 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 Saudi government in areas that are part of the EU’s remit. 

We offer

The post of secretary (Local Agent Group 3) in the Delegation’s Administration Section. The team consists of 24 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 the secretarial/receptionist field.  

Following main tasks and duties are currently required: 

 ·        Greet visitors professionally upon arrival and represent the Delegation as the first point of contact for outside visitors

·        Switchboard operation, placing and answering telephone calls as required

·        Drafting notes, letters on protocol matters, visa issues, registration of Delegation’s expatriate staff and their family members

·        Make sure the reception is never left unattended during office hours; organize rotation schedule with secretaries

·        Open, register and filter incoming mail, route mail to appropriate individuals and keep mailing lists up to date, using ARES application

·        Receiving and registering tenders

·        Addressing envelopes for local post / diplomatic pouch / driver

·        Filing, archiving; making paper copies and assistance in distribution of documents to staff as required

·        Occasional translation/interpretation and other logistical support to the organization of meetings/events/missions;

·        Other secretarial assistance as designated by the Head of Administration

·        Check ID cards and hand out visitor badges

·        Keep the reception room, inside and outside lobby tidy to assure a professional and representative environment for the arrival and departure of visitors.

·        Cooperate with the security staff present in the outside lobby 

·        Contact relevant staff members upon arrival of visitors

·        Regular updating of Delegation Directory and Private Phone Numbers

·        Carry out Meeting rooms planning for all entities 

The base salary will depend on relevant and verified employment experience, typically starting from 11,014 SAR gross.  There is a competitive benefits package, subject to certain conditions, including personal leave days and public holidays, health insurances and a retirement savings plan. 

The expected start date will be 15 November 2026.  

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

·       Upper secondary education 

·       At least five years of experience as Administrative / Secretarial tasks 

·       Working knowledge (C2) of English, local Arabic language 

·       Right to residence and work in Saudi Arabia, depending on local law

·       Medical fitness to carry out the tasks assigned

·       Microsoft office programs, preferable ARES document management 

Assets / selection criteria  

·       skills of time management, and interpersonal skills; capacity of organizing meetings 

·       high level of computer skills (Word, Excel, Outlook, etc.);

·       high level of language skills (written, oral) in required languages;

·       team work fluency, flexibility, and capacity to work under pressure;

How to apply

Please submit your application, consisting of a cover letter and Europass format CV (https://europass.europa.eu/en/create-europass-cv) via the mailbox eeasjobs-142@eeas.europa.eu(Reference Secretary) no later than 10 October 2026 10.00 am. Only complete applications received on time via eeasjobs-142@eeas.europa.eu will be considered. 

The successful candidate will be subject to a medical check.

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. 3 best candidates will be invited to the final interview.

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 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.

EQUAL OPPORTUNITIES: 

The European Union is committed to an equal opportunities policy for all its employees and applicants for employment. As an employer, the EU is committed to promoting gender equality and to preventing discrimination on any grounds. It actively welcomes applications from all qualified candidates from diverse backgrounds. We aim at a service which is truly representative of society, where each staff member feels respected, is able to give their best and can develop their full potential.