OFFICE SUPPORT AGENT/RECEPTIONIST

Ref: ADM/ AL-IV/44953/2024

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, which have a similar function to those of an embassy.

The EU Delegation to Malawi 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 Malawi Government in areas that are part of the EU’s remit.

We offer

The post of Office Support Agent/Receptionist (local Agent Group IV) in the Administration Section.  The team consists  11 people. 

Under this post, the recruited person will be allocated 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, providing support, expertise and assistance in office management

Main Functions and duties:

Provide front office support to the EU Delegation

Other responsibilities and duties, but not limited to:

Front Office Management, Customer Liaison and Communications

• Ensuring the Front Desk is professionally managed at all times
• To effectively administer and manage Telephone Management Call System for incoming and out-going calls.
• To ensure highest level of customer care to all visitors and to ensure that the visitors are attended to, with minimum delays.
• To alert security personnel on any suspicion of security threats to the Delegation
• Professional management of Incoming and outgoing mail including Diplomatic bag

Drivers Management

• To ensure that drivers are allocated to the requested tasks via the appropriate electronic application.
• Follow up on drivers' presence
• Ensure equal distribution of duties and missions amongst drivers.
• Ensure requests from Ambassador's office are given appropriate priority and that they are followed up.
• Assist with fuel cards stock monitoring as per instructions and that irregularities are reported
• Ensure that the delegation Diesel stock is properly accounted for, and that weekly stock checks are completed and any irregularities reported.

Assets and Stationery Management

• To assist with Delegation assets management and tracking as well as inventory recording.
• Ensure that the office stationery is always accounted for and distributed to staff on request
  • • To ensure that no purchases are done without an approved prior Local Purchase Order
    • To monitor stationery stocks electronically and manually.
    • To assist with the sourcing of suppliers of stationery by obtaining comparative quotes from suppliers.
    • To receive and store all stationery
    • To make sure that all received stock is recorded well and that all movements are documented and stocks updated.
    • Ensure that administration is alerted in good time when stocks are running low - allowing replenishment through a proper procurement procedure.
    • Ensure that stock levels are reasonable (supplies for 1 year max)
    • Ensure that the Delegation stationery records are updated at all times.

The base salary will depend on relevant and verified work experience, typically starting from €735.  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 is 1^st October 2024

Minimum requirements / eligibility criteria

• MSCE (Malawi School Certificate of Education) or equivalent
• 2 years of relevant experience, preferably in a diplomatic mission, international organisation or NGO, relating to areas of front office management
• Excellent knowledge of English and Chichewa
• Right of residence and work in Malawi

Assets / selection criteria

• Motivations – Knowledge of the EU
• Presentation and attitude – The function requires politeness,  patience and flexibility
• Computer skills – Working knowledge of Microsoft Office Applications (Word and Excel)
• Extent of experience in front office management and stores management/logistics
• Extent of experience in team supervision

The process

• Only selected individuals will be contacted for practical testing and interviews.
• The Delegation will notify all unsuccessful individuals once the recruitment procedure has been completed and that a candidate has or has not been recruited.
• The Delegation will not provide additional information or discuss the selection procedure.  During the selection process, please do not contact any member of the Selection Committee, but address your questions and comments to the Delegation’s Administration.

Equal Opportunities

The European Union is committed to an equal opportunities policy for all 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 to their full potential.

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