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 Ukraine, Kyiv 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 Administrative Assistant (Local Agent Group II) in the Delegation’s Administration Section. The team consists of nearly 20 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 support, expertise and assistance to the Delegation on administrative tasks mainly related to Logistic and Infrastructure.

Following main tasks and duties are currently required:

• Management of administrative procurement and respective contracts/services related to Logistic and Infrastructure;
• Preparation of specific order forms under framework contracts:
• Operational liaison with suppliers/contractors;
• Financial and budgetary monitoring;
• Drafting official correspondence (incl. translation where necessary) between EU Delegation and third parties (contractors and local authorities);
• Management of the Delegation vehicles fleet and follow up of:
  • Vehicle’s maintenance, cleaning and repairs;
  • Vehicle’s insurance contract;
  • Gasoline purchase contract;
  • Vehicles inventory and declassification;
  • Purchase contract and sale auctions;
  • Monitoring of vehicle and drivers schedule in collaboration with the operational Office Support agent;
  • Management of taxi contract;
• Management of Health and Safe issues and related contracts:
  • Extinguishers:
  • Defibrillator, first-help kits;
  • Inventory and declassification of the material;
  • Correspondence with HQ on issues associated with official office building (inspection of health and safety, local expertise and evaluation of health and safety norms);
• Support and back-up for infrastructure issues related to the Delegation and Residence buildings.
• Support and back-up for IT material inventory and declassification;
• Achieve all other tasks requested by the Head of Administration, depending on the needs of the Delegation, and on the changes of these needs.

The Employment Contract will be signed until 31/12/2027. The base salary will depend on relevant and verified employment experience, typically starting from 2786 USD (gross). 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 March 2025.

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

• University education with at least bachelor degree
• At least 3 years of relevant experience after obtaining the minimum required diploma
• Working knowledge  (C1) of English; native Ukrainian – C1;
• Knowledge of IT tools: Excel (advanced) – Word – Access;
• 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)

• MA in Management, Logistic, Infrastructure, Finance, Administration
• Previous experience with an international organisation
• Understanding of EU internal applications
• Knowledge of EU administrative rules and financial procedures

Personal skills 

Communication skills

• Capacity to communicate clearly and concisely
• Very good drafting skills
• Good negotiation skills

Interpersonal skills

• Ability to listen and understand, to consult and to share information
• Ability to work in a team in a multi-cultural environment
• Adaptability to new work situations

Intellectual skills

• Ability to learn with autonomy
• Ability to summarize complex issues
• Ability to apply correctly and soundly financial/contractual rules
• Ability to analyse legal texts

 Management skills

• Good organisational skills
• Thorough understanding of co-ordination and management issues
• Ability to multi-task and to focus on priorities
• Ability to take initiatives
• Ability to meet deadlines

PERSONAL QUALITIES

• Commitment to work with quality, speed and accuracy
• High degree of responsibility
• Ability to work under pressure
• Sense for delivering good service (result-oriented problem solver)
• Discretion and reliability
• Client-service oriented with a good multi-cultural understanding

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 honour regarding the work rights and medical fitness (no template, free format) via the Email: [email protected]  (Reference: Administrative Assistant - Logistic and Infrastructure job) no later than 31/01/2025. 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. 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.