The European Union Delegation to the United States of America, Washington DC is looking for:

Procurement and Infrastructure Support Assistant (Temporary Contract) in the Administration 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 the United States of America in Washington, DC 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 U.S. government in areas that are part of the EU’s remit.

We offer

We offer the post of Procurement and Infrastructure Support Assistant (Temporary Local Agent Group III) in the Administration Section. The section, comprising 21 people in total, is managed by the Head of Administration and is a busy and central part of the Delegation’s organisation. The Procurement and Infrastructure Assistant is part of a small team working on facility management, procurement and contract management. He/she/they will be responsible for supporting all procurement activity for services and supplies related to the office building and the Ambassador’s residence.

In this position, the successful candidate will be responsible to the Head of Administration for the following tasks and duties:

• Participate as a key team member of the Infrastructure team, working closely with other Delegation colleagues in the preparation and coordination of various procurement activities related to very low, low, middle, and high value public procurement procedures (open and restricted) linked to the administrative management of the Delegation;
• Administration and follow-up of procurement activities which typically include service and supply contracts for various infrastructure requirements including, but not limited to, cleaning, maintenance, repairs, transportation, security, insurance, furniture and equipment, and IT for the Delegation and the Ambassador’s residence;
• Ensure financial and budgetary compliance of infrastructure matters with the Financial Regulations and other applicable legal and regulatory requirements;
• Daily communication and coordination with Delegation vendors and service providers to regularly execute contracted services and delivery of supplies;
• Asset management/inventory of the Delegation’s furniture, equipment etc.;
• Administration and oversight of the Delegation’s subscriptions;
• Executing day-to-day operational needs of the Administration section such as setting-up for and breaking down from meetings, conferences and other events at the Delegation;
• Liaison for facility management, including daily communication with building engineering regarding plumbing, HVAC issues etc.;
• Any other ad-hoc tasks as may be required including, but not limited to, back-up of absent colleagues, escorting of contractors and some light lifting;
• The above list of task and duties is not exhaustive and the selected candidate may be requested to undertake other administrative tasks (up to 25% of the overall workload).

The salary range is dependent on relevant and verified employment experience, typical ranges escalating from $63K (2 years' experience), $68K (5 years' experience), $75K (10 years’ experience) etc. There is a competitive benefits package including personal leave days and US public holidays, flexible working hours, health insurances and a retirement savings plan. The post involves occasional atypical working hours based on the varying needs of the Delegation.

The duration of the contract is until 31 December 2025, although this may be extended in the future subject to budgetary approval. The expected start date is 1 January 2025.

Selection criteria

• Minimum secondary school education or equivalent; bachelor’s degree preferred;
• Minimum of 2 years’ experience with contracts and procurement or related professional skills;
• Demonstrated experience and skills in budgetary and contractual procedures. An understanding of EU financial management and procedures is an advantage but training will be provided;
• Experience in asset management, inventory of furniture, equipment and supplies, light lifting will be required;
• Strong motivation, well-organised and detail orientated, with a good sense of prioritization and ability to work calmly and proactively under pressure using own judgment and initiative;
• Excellent interpersonal skills, proven ability to work within a team and flexibility with regard to working hours;
• Ability to multi-task and prioritize in a fast-moving environment, as well as to balance demands and manage needs of multiple stakeholders;
• Excellent English verbal and written communication skills;
• Excellent computer skills, including Microsoft Word, Excel and Outlook, as well as database experience;
• Must be professional, discreet, and able to safeguard confidential matters discussed by others during performance of duties;

The following will be considered an asset:

• Experience working in an EU Delegation or any other international institution;
• General knowledge of the EU and of an EU Delegation and/or any other international institution;
• Knowledge of French or any other EU language.

How to apply

It is important to note that the Delegation of the European Union does not sponsor visas for Local Agents. Applicants must have an existing and valid US work authorization that does not require Delegation of the European Union sponsorship.

The applicant must send:

• A cover letter and resume.
• For all traineeships, please indicate if these are paid or unpaid.
• The resume must also include the names and contact details of at for the post. References will only be taken up for those who are shortlisted.
• Please reference in the subject of your email: EUWAS09-24.
• Send your completed application to [email protected] no later than noon on 22 November 2024 (EST).

The process

After the deadline for applications, the applications will be reviewed by a Selection Panel set up for this purpose. The Selection Panel will prepare a short-list of candidates who are considered the most suitable for the post based on a preliminary assessment of the information provided in the cover letter and resume. The short-listed candidates will be invited to an assessment phase, which will include an interview and practical test. During this phase, the Selection Panel will assess the suitability of the candidates for the post. Those 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 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 Panel, but address your questions and comments to the Delegation’s Administration.

Job Types: Full-time, temporary

Pay: $63,000.00 - $75,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Vision insurance

Schedule: Monday to Friday

Work Location: In person