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, who have a similar function to those of an embassy.

The EU Delegation to Japan was established in 1974 with the objective of fostering closer ties between the European Union and Japan.

We offer

We offer a post of Secretary (Local Agent Group III). Under this post, the recruited person will be attributed functions depending on the needs of the Delegation.  The successful candidate will serve under the supervision and responsibility of the Head of Science, Innovation, Digital and Other EU Policies Section, providing support to the section and its staff members.

In particular the tasks will include, among others:

• Provide secretarial assistance to the Digital Economy Policy Team, the Head of Section and the Delegation.
• Provide assistance by maintaining the online diaries, answering emails and the telephone, filtering calls and taking messages, responding to general inquiries and managing the e-mail exchange and calendar.
• Ensure follow-up and respect of deadlines in the group activities, notably maintaining action lists and to do lists.
• Take, transcribe and prepare notes, summaries, minutes, routine correspondence, presentations and/or other texts in English or Japanese.
• Manage information and procedures of administrative formalities, including financial and procurement files, both internally and externally in close collaboration with the Administrative Section.
• Prepare business trips and possibility to accompany on business trips.
• Maintain the coordination within the section.
• Management of meetings, missions and events in the Delegation, including communication.
• The work will require closer interaction with all other teams in the Delegation and occasionally require late evening work that will be compensated for.
• Other ad-hoc tasks assigned by the management.

The job will be carried out in the EU Delegation premises in Tokyo with a working time of 37.5 hours / week. The basic monthly salary will depend on relevant and verified employment experience, typically starting from JPY 451,323 to maximum JPY 763,883. There is a competitive benefits package, including bonuses, housing and transportation allowances, paid leave days and public holidays, full benefit of Japanese social insurance and the additional pension scheme.

The initial contract will be limited to three years.  An opportunity to obtain an indefinite period contract will be considered after a successful assessment.

Selection Criteria

Minimum Requirements:

1. Medically fit to perform the required duties.
2. Enjoy civil rights and permits for employment under local law.
3. Excellent knowledge of English (B2 level) and native level of Japanese language (C2 level).
4. Post-secondary education.
5. At least 2 years' relevant experience as secretary and/or assistant.
6. Excellent command of MS Office, especially Outlook, Word, Excel, Powerpoint and the use of EU internal and external web-tools. 

Knowledge and expertise in the following areas would be considered as an asset:

1. Work experience in a multi-national environment or a foreign entity (embassy, foreign company, international organisation).
2. Knowledge of EU institutions.
3. University degree or higher.

How to apply

Please send your application and supporting documents by email to [email protected] to : Head of Administration – Secretary recruitment.

The application should include a cover letter including references of previous employers specifying contact details (company/institution, position, email and telephone number) and a detailed CV. Other supporting documents can also be attached with the application.

The EU Delegation will not supply additional information or discuss the selection procedure by telephone or in person: Please address any queries concerning this procedure to [email protected] .

The procedure

1. After the deadline for applications, the applications will be reviewed by a Selection Committee set up for this purpose. The Selection Committee will prepare a short-list of candidates who are considered to be the most suitable for the post on the basis of a preliminary assessment of the information provided in their application letter and the supporting documents.  The short-listed candidates will be invited to a selection process in which the knowledge of the applicant in the relevant field will be tested.
2. The candidates who have not been short-listed will not be contacted individually; However, the Delegation will use the same means of publication as for this Vacancy Notice to inform the remaining candidates once the recruitment procedure has been completed and that a candidate has (or has not) been recruited. 

Deadline for applications: 7 February 2025 (Japan time)