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 organisations. 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 Australia, Canberra, 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 Australian government in areas that are part of the EU’s remit.

We offer

The post of Receptionist / Office Support Agent (Local Agent Group 4) in the Administration section. The team consists of 5 people, and the Delegation is a multicultural working environment. This position implies fixed working hours, typically: 8.30-12.30 / 13.15-17.00 (16.00 on Friday).

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, and assistance at the reception of the Delegation.  

Following main tasks and duties are currently required, but may evolve according to service needs:

• Operate the Delegation's reception desk: receive and connect incoming calls and deal with general information requests, welcome visitors.
• Receive and distribute incoming mail, organise couriers and franking of outgoing mail.
• Support the sections for the organisation of meetings and events, mainly at the Delegation: preparation and clean up of the meeting room, welcoming visitors.
• Monitor stock of office stationeries, cleaning supplies, toner and spare cartridges, and prepare orders for purchase when necessary.
• Operates as data entry agent (encoding) for incoming invoices in the relevant software.
• Ensure the update of the assets inventory of the Delegation.
• Occasional back-up for the driver of the Delegation, in the absence of the driver, or when need arise. Driving may occur during evenings or weekends.
• Maintain and update the Delegation's list of suppliers and contractors as well as keep calendar of maintenance visits.
• When required, encode incoming/outgoing mail, including filing and archiving and assist with preparation of mailings and mailing lists where necessary.
• In the absence of the administration officer, liaising with suppliers and arranging maintenance when necessary (copiers/printers, plumbing, electrical, gardening, cleaning, waste and paper recycle bins, etc.).
• Provide secretarial and administrative support to the administration section and other sections of the Delegation when necessary.

The following personal skills are required:

• Ability to communicate effectively with the general public (in person and on the telephone).
• Ability to work under pressure and to respond quickly to new demands arising from the needs of the Delegation.
• Punctuality and respect of deadlines are required.
• Ability to work both independently as well as to work in a team in a multicultural environment.
• Capacity to focus on priorities, to show initiative and to organise own workload (in order to respect deadlines and delegation priorities).

The base salary will depend on relevant and verified employment experience, typically starting from 5,222 AUD per month (excluding Super). There is a competitive benefits package, subject to certain conditions, including personal leave days and public holidays.

The expected start date will be 01/04/2025. 

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

• Minimum of secondary education (Year 10);
• Valid Australian driving license
• Excellent knowledge (C2) of English
• Right to residence and work in Australia

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

• Degree in secretariat or logistics
• Professional experience in a relevant field (secretariat, receptionist, or any other relevant experience)
• Experience in a diplomatic mission
• Proficiency in other European language

How to apply

Please submit your application, consisting of a cover letter and CV via email: [email protected] no later than 28/02/2025. The subject of the email should use the following format: NAME_First name – Application for LA-4 post Receptionist / Office support agent. 

Only complete applications received on time via email 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.

The Selection Committee will prepare a shortlist of candidates based on the assessment of the information provided in the cover letter and CV. A maximum of the 6 best candidates will be invited to the final interview.

Only candidates admitted to preselection 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, via email: [email protected].