The European Union Delegation to Ukraine is looking for: Administrative Assistant to the Head of Delegation

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 Ukraine 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 Ukrainian government in areas that are part of the EU’s remit.

We offer

The post of an Administrative Assistant (Local Agent Group II) in the Head of Delegation Section. The team consists of 10 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 Delegation, providing operational, administrative and secretarial assistance to the Head of Delegation.

Following main tasks and duties are currently required:

• Keeping and organizing agenda for HOD (incl. organisation and preparation of meetings, arranging appointments, collecting information, preparing files and briefings related to meetings)
• Answer to the telephone and filter calls for the HOD/etc (i.e. transfers call to the appropriate person)
• Give general information to callers, take messages or transfer call to appropriate individuals
• Administrative assistance
• Handle the HoD's correspondence : incoming and outgoing and also follow up of it (registration, distribution, filing)
• Manage emails (HOD and Delegation mailboxes). Registration, distribution, filing and follow up
• Distribute incoming mail (other than that received by Operations and Financial/Contract Sections)
• Transmission of documents between HQ and UA government, diplomatic and international missions
• To deal with missions, holidays, leave and absences, following the procedures
• Ensuring preparation of "notes verbales": registration and filing
• Supervision, management and updating of public folders in OUTLOOK
• Organising missions for HOD (travel arrangements, appointments, expenses)
• Organising dinners, receptions and other events, including coordination and representation costs
• Organising/support to external missions from Headquarters, other Delegations or other European Institutions
• Assist in welcoming and informing outside visitors
• Transmission of documents between HQ and UA government, diplomatic and international missions

The Employment Contract will be signed for 3 years. The base salary will depend on relevant and verified employment experience. 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 October 2024. 

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

• BA degree;
• Minimum of 3 years of proven pertinent experience as Secretary/Assistant to a senior or middle management;
• Working knowledge (C2) of English; Ukrainian – C1;
• Knowledge of IT tools: Word processing, spreadsheets, presentation systems, internet and e-mail;
• Right to residence and work in Ukraine;
• Medical fitness to carry out the tasks assigned.

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

• Previous experience in external relations/with an international organisation
• Knowledge of EU administrative rules and procedures

Personal skills 

• Capacity to assure quality, speed and accuracy in performing a diversity of tasks in a very difficult, complex, and high-risk multicultural environment without constant supervision;
• Ability to work under pressure and to respond quickly to new demands;
• Ability to communicate information clearly and effectively and to focus on priorities;
• Capacity to be able to work as part of a team as well as with a degree of autonomy;
• Sense of initiative, responsibility, discretion, organisation and innovation;
• Ability to deal with confidential matters professionally;
• Ability to deal helpfully and courteously with people;
• Ability to organise social events, taking into account protocol rules;
• Ability to work in a different socio-cultural environment and to adapt quickly to evolving situations;
• Ability to sustain pressure of life and work in difficult conditions.

How to apply

Please submit in English your application, consisting of a cover letter, Europass format CV https://europass.cedefop.europa.eu/ and a declaration on honor regarding the work rights and medical fitness (no template, free format) via the Email: eeasjobs-126@eeas.europa.eu (Reference: Administrative Assistant HoD job) no later than 22/10/2024. Only complete applications received on time via eeasjobs-126@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.

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 eeasjobs-126@eeas.europa.eu

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 and from the broadest possible geographical basis amongst the EU Member States. 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.