Delegation of the European Union to the Kyrgyz Republic

The European Union Delegation to the Kyrgyz Republic is looking for a Receptionist

16/05/2019 - 06:34
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We are

The European Union (EU) is an economic and political partnership between 28 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, which have a similar function to those of an embassy.

The EU Delegation to Kyrgyz Republic

  • Ensures the representation of the European Union in the Kyrgyz Republic;
  • Ensures the follow-up of bilateral relations in the areas of political, economic, trade and external assistance cooperation (financial and technical), in particular to implement the Partnership and Cooperation Agreement;
  • Ensures the follow-up of EU policies in all sectors, in particular The European Union and The Central Asia: Strategy for a New Partnership;
  • Promotes and defends the values and interests of the EU;
  • Promotes EU cooperation at a national and regional level (Central Asia) i.e. the management of deconcentrated national and regional programs;
  • Contributes to coordination with the Member State embassies, particularly in the fields of EU competence, notably trade and external assistance;
  • Maintains and increases the visibility, awareness and understanding of the EU.

We offer

We offer a post of Receptionist. Under this post, the recruited person will be attributed functions depending on the needs of the Delegation. Upon recruitment, the successful candidate will occupy a specific job function as Receptionist – this job function may be changed in accordance with the needs of the Delegation. Under this job function the successful candidate will serve as technical and support staff to the Administration section under the supervision and responsibility of the relevant head of section.

We offer a competitive position in an international environment. Benefits, such as additional pension scheme and medical insurance, are offered to employees and their families under certain conditions.

  • An indefinite duration contract of Group IV level with a gross monthly salary starting from 657 EUR, depending on your previous working experience;
  • At the end of each year a 13th month salary;
  • Working hours from Monday to Friday, 37.5 hours a week;
  • Annual Leave allocation of 24 working days per year;
  • Medical check-up;
  • Complementary Sickness Insurance Scheme;
  • Provident Fund (pension scheme).

Please note that a provision of about 28% from the gross salary is transferred directly to the Social Fund and Tax authorities (income tax).

The tasks of the Receptionist to the Administration section are


Perform the functions of receptionist: welcome and forward guests to the right persons, provide information

Telephone operator

Perform the functions of telephone operator: Answer, filter and transfer telephone calls and provide information to callers

Operational and Administrative support and resources:

Document management

Perform attribution of incoming mail and internal documents; open/filter registration/attribution in ARES (including invoice recording and incoming tender bids) route mail to appropriate individuals and ensure appropriate follow up (follow up of deadlines, help in drafting of replies

Finalising, transmitting and recording outgoing correspondence, using both archiving software and paper file

Photocopying/scanning/faxing, archiving, filing, storing, reproducing, translating, circulating and /or retrieving of documents

Office management and coordination

Organise meetings and manage subsequent logistical and organisational tasks (including hotel reservations and flight booking)

Ensure checking/sending invitations and agenda and follow up requests for information

Providing assistance in management of the Administration section by maintaining diary, responding to general inquiries and managing-mail exchanges and calendar (setting-up meetings/seminars, including section meetings),

Taking, transcribing and preparing notes, routine correspondence, presentations and other texts related to Section's activity

Protocol matters

Give support on protocol matters (visa, clearance documents etc.)   

Draft verbal notes as required


File, order and store office supplies and stationaries;

Contact relevant companies for maintenance or repair of office equipment;

Assist the Administration in assets inventory;

Assist in setting up equipment for video conference;

Receive and send the diplomatic pouch.

Administrative and personnel management support

Managing information and procedures regarding missions, flexitime, leave and absence records and similar personnel administration formalities – liaison with all the sections;

Contributing to the follow-up of administrative arrangements relating to the recruitment and arrival of the new Section staff members;

Arrange annual and recruitment medical check-up for all local staff upon request of Head Administration;

Update staff lists, emergency cards, phone tree, and duty phone with contact details, as well as annexes to all security plans

Distribute telephone calls list for identification of private calls by each staff member.

Backup of the Secretary of the Administration section whenever needed.

Other tasks that are in the interest of the service that are attributed by the Head of the Delegation or the Head Administration section and their substitutes can also be required.

Selection Criteria

Minimum Requirements:

Medically fit to perform the required duties;

Enjoys civil rights and permits for employment under local law;

Higher Education Diploma (University degree is considered as an asset);

2 years of relevant experience in performing the above mentioned or similar tasks in an international / diplomatic environment;

Excellent English (ability to understand C1 or equivalent, ability to read C1 or equivalent, ability to speak C1 or equivalent, ability to write C1 or equivalent)

Very good Russian (ability to understand C1 or equivalent, ability to read C1 or equivalent, ability to speak B2 or equivalent, ability to write C1 or equivalent)* Common European Framework of Reference for Languages

Good knowledge of Kyrgyz language;

Fully computer literate and mastering Word, Excel and Outlook software.

High level of responsibility and flexibility.

Excellent ability to work in a team.

High level of discretion and tact.

The following will be considered an asset:

Further secretarial trainings;

Any other relevant experiences;

Ability to quickly grasp rules and procedures and contribute to effective and efficient management;

Attention to detail and accuracy;

Excellent communications skills with external and internal contacts;

Any other EU language of a minimum level B1;

Experience and understanding of the potential of Information Technology with a view to increasing the efficiency in terms of office procedures, especially databases and electronic filing;

Any additional documented software skills.

How to apply

Please send your application and supporting documents to

Subject of your email must contain "Job reference 47741 + First name + Last name + position applied for".

The deadline for applications (email only) is: the 3rd of June 2019, midnight Bishkek time.

The package should include:

A cover letter in English;

A detailed CV using the EUROPASS format in English. Template of the CV can be downloaded here:

Copy of diploma;

Language(s) level certificate(s), if available;

Recommendation letter(s)

Any document that you deem relevant.

The evaluation of shortlisted candidates will be based on:

Examination of the applications;

Interviews and written tests for short-listed candidates.

The Delegation will not supply additional information or discuss the selection procedure by telephone: please address any queries concerning this procedure to

The procedure

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 an assessment phase which may include an interview and written test – during this phase, the Selection Committee will assess the suitability of the candidates for the post.

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.

The deadline for applications (email only) is: the 3rd of June 2019, midnight Bishkek time.

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