The European Union Delegation to Ukraine is looking for:

Office Support Agent 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 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 Administration Section. The team consists of 17 people and 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 Administration Section, providing office support in the Administration team and infrastructure maintenance services for the EU Delegation to Ukraine.

Following main tasks and duties are currently required:

• Coordinate infrastructure arrangements for events and meetings taking place in the Delegation’s office premises, including during high-level visits:

• Protocol arrangements (flags, entrance arrangements)
• Coordination of refreshment services during coffee breaks (coffee&tea preparation)
• Meeting room preparation and furniture set-up arrangements
• Parking (additional parking) arrangement;

• Manage stock, receipt and distribution of the office supplies in the Delegation’s office premises (stationery, office paper, water, hygiene materials, consumables):
• Follow up on sufficient availability and consumption of the office supplies in the office premises in the format adopted by the Delegation Administration Section,
• Manage receipt of delivered supplies and distribution of supplies to the offices of colleagues upon request and to the common areas of use of the supplies;
• Assist in organisation of new working places for new colleagues in the office building and infrastructure arrangements during re-location/changes of working places of the Delegation’s colleagues and co-locators
• Assist in organisation of routine maintenance and repair operations in the office building, its engineering systems and grounds and auxiliary premises (garage) by the Delegation’s contractors:
• coordinate and communicate with the Landlord’s maintenance staff, Delegation’s security team regarding access to the premises
• coordinate installation of security systems in the Residence and in rented accommodations;
• attend to the services on site in case of need,

• Coordination of minor repairs in the Delegation’s premises and in the Residence and attend to the services on site in case of need;
• Prepare ad hoc purchase orders and supporting documents for purchases related to minor repairs and maintenance related to the infrastructure of the Delegation;             
• To perform any other related tasks as required

The Employment Contract will be signed for 3 years. The base salary will depend on relevant and verified employment experience. 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 January 2025. 

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

• Completed Secondary education;
• Minimum of 2 years of job-related experience in office management support or administration of customer service (at an office centre, conference centre facility, international hotel business group, international airport);
• Working knowledge  (B2) of English; Ukrainian – C1;
• Knowledge of IT tools: MS Office, 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)

• Professional technical school qualification, preferably in service industry
• Previous experience working in / with international organisations

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 honor regarding the work rights and medical fitness (no template, free format) via the Email: [email protected] (Reference: Office Support Agent job) no later than 30/11/2024. Only complete applications received on time via [email protected] 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 [email protected]

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.