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.

We offer

We offer a post of Secretary/Office Support Agent to the Administrative section. Under this post, the recruited person will be attributed functions depending on the needs of the Delegation. Under this job function, the successful candidate will serve as support staff to and under the supervision and responsibility of the Head of Administration. 

• Place of employment; Suite 1900, 150 Metcalfe Street, Ottawa, ON, Canada
• Working hours; 37,5 hours/week
• Starting basic salary; 4,234.00 CAD/month gross (group 3)

We offer a competitive position in an international environment. Benefits, such as additional pension scheme and medical insurance are offered to employees and their families under certain conditions.

Job description

Budget:

• Acts as operational initiating agent in our financial database, verifying that invoices received are in conformity with purchase order and that the goods and/or services have been received satisfactorily
• Manage encoding of Legal Entity Form and Bank Account Form for vendors in our data base
• Support Accountant for mid-term review, end-of year-closure and budget needs
• Processing quarterly HST Remittance

Procurement:

• Assist in the preparation of calls for tenders in accordance with the Financial Regulation
• Assist the Head of Administration in the definition of Terms of Reference, technical specifications and guidelines for public procurement contracts
• Track contract renewals and expiries

Logistics:

• Contact and coordinate outside suppliers, contractors and service providers for the offices; preparation of authorizations of expenditure for the signature of the Ambassador
• Focal point for office maintenance and facilities management
• Manage our inventory data base for purchase orders as initiating officer and manage physical inventory for offices and officials' accommodation.
• Purchase various types of office supplies, stationary, maintenance items, meeting supplies, etc…
• Manage the Delegation driver fleet
• Manage the distribution of mail from our Functional Mailbox

Other:

• Any other administrative task requested by the Head of Delegation and/or Head of  Delegation and/or Head of Administration

We look for

Minimum requirements (eligibility criteria)

Canadian citizenship or a valid resident and work permit in Canada is mandatory to apply for this position.

Education

Completed High School degree

Languages

Excellent command of English. Knowledge of French.

Minimum working experience

At least three years of relevant experience (administration and/or logistics).

Assets  (selection criteria)

Qualification

A diploma in administration would be an advantage.

Knowledge

Logistics, filing, payments, driver’s management, procurement. 

Knowledge of EU procedures is an advantage.

Excellent knowledge of computer tools, spreadsheets, MS Office applications and Internet. 

Previous experience in EU institution or Embassies an advantage.

Personal skills

Able to work with limited supervision; High degree of responsibility and discretion, Self-starter; Motivated; Good capacity to focus on priorities and to organise work; Good capacity to communicate clearly (both oral and written), Committed to assure quality, speed and accuracy; Detail oriented; Respect of deadlines; Able to deal with stressful situations and respond quickly to new demands; Team player; Capacity to work in a multicultural environment.

How to apply

Please send your application and supporting documents to the following e-mail:

[email protected].

The package should include a cover letter as well as a detailed CV.

It is requested to use the Europass CV format (available on the following link https://europa.eu/europass/en ) 

Only complete applications received on time will be considered.

The successful candidate will be subject to a medical check.

Selection procedure:

After the deadline, all applications will be thoroughly examined. The eligible applications will be admitted to the selection by the Committee set up for this purpose.

A shortlist of candidates having the best mix of skills and experience as per the requirements set out above will be established. The shortlisted candidates will be called for an interview by a panel consisting of three staff members from the Delegation. The panel establishes a list of the best candidates based on the results of these interviews. Selected candidates will subsequently be invited for a second interview with the Head of Delegation (Ambassador) for final evaluation. Only shortlisted candidates will receive a reply.

The Delegation will not supply additional information or discuss the selection procedure by telephone. Please address any queries concerning this procedure to the following e-mail address;

[email protected]

Deadline for applications is Thursday 12th October 2023 at 12.00 (noon) Eastern time