Office Support Agent in the Operations 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 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 Office Support Agent (Local Agent Group IV) in the Delegation’s Operations Section reporting directly to the Head of Cooperation.

The Operations team in the Delegation comprises around 50 staff in total and is divided in three sections (covering different themes/sector[1]) each headed by a head of section under overall responsibility of the Head of Cooperation. Some areas – such as donor coordination, communication and other horizontal issues – are directly attached to the Head of Cooperation.

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 Cooperation, providing secretarial support, expertise and assistance in communication activities of the Operations team.

The following main tasks and duties are currently required:

Communication and administrative tasks:

• Keeping track of events and handling associated communication materials
• Maintenance of project database
• Administration of EU Digitool System
• EU Delegation website and social media content management,
• Translation of content upon request, Administrative assistance on all communication contracts
• Arranging meetings as requested
• Handling the correspondence and calendar of events
• Any other communication/administrative task as requested

The base salary will depend on relevant and verified employment experience, typically starting from 1619 USD (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 April 2025. 

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

• Completed secondary education
• Job-Related experience: 2 years of job-related experience after obtaining the minimum required diploma
• Working knowledge  of English – B2 (Listening, Reading, Spoken interaction, Spoken production, Writing); Ukrainian – C1 (Listening, Reading, Spoken interaction, Spoken production, Writing);
• Knowledge of IT tools: IT tools for office automation;
• 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)

• Demonstrated level of time management and interpersonal skills;
• Team work fluency, high flexibility, and capacity to work under pressure;
• Experience with maintaining databases and/or processing and coordination of project data;
• Experience with EU projects a strong asset;
• Demonstrated capacity of organizing and coordinating meetings and agendas;
• Experience with website management strong asset, social media management experience;
• High level of computer skills (Word, Excel, PowerPoint, Outlook, Zoom/Webex etc.)

Personal skills:

• Ability to understand and be understood
• Ability to work in a proactive and autonomous way
• Accountability
• Eye for detail / Accuracy
• Flexibility (openness towards new demands, etc.)
• An awareness of and attentiveness to individual differences
• Capacity to allocate tasks and organise work

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 honour regarding the work rights and medical fitness (no template, free format) via the Email: eeasjobs-060@eeas.europa.eu  (Reference: Office Support Agent in the Operations Section) no later than 12/03/2025. Only complete applications received on time via eeasjobs-060@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-060@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.

[1] Operations Section 1: European Integration, Governance and Rule of Law, Civil Society; Operations Section 2: Public Finance, Business Support and Social Policies; Operations Section 3: Reconstruction, Energy, Infrastructure and Environment