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 Administration Section, providing support to the section and its staff members.

In particular the tasks will include, among others:

• Filtering calls and responding to general inquiries.

• Assisting in dealing with Ministry of Foreign Affairs regarding protocol matters under the supervision of the Head of Administration.

• Organizing the agenda of the section, meetings, missions and events including logistics such as booking rooms, set up the venue, ICT etc in coordination with all sections of the Delegation.

• Taking, transcribing and preparing notes, internal notices, minutes, routine correspondence, presentations and/or other texts. 

• Registering, filing and archiving correspondence for the section.

• Assisting in procurement procedures, contract management and registering invoices 

• Responsible for managing supplies such as stationery, beverages etc

• Other ad-hoc tasks assigned by the Head of Section

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 766,104. 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 contract will be limited to three years.  An opportunity to obtain an indefinite period contract will be assessed based on the need of the Delegation.

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 eeasjobs-073@eeas.europa.eu to : 
Head of Administration Admin Secretary recruitment. The application should include a cover letter including a list of 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 
DELEGATION-JAPAN-RECRUITMENT@eeas.europa.eu .

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: 28 March 2025 (Japan time)