Office Support Agent

The European Union Delegation to the Republic of Sierra Leone, Freetown is looking for:

Job 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 the Republic of Sierra Leone, Freetown 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 government of Sierra Leone in areas that are part of the EU’s remit.

We offer

The post of Office Support Agent (Local Agent Group 4) in the Delegation’s Administration Section. The team consists of 11 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 the Administration Section, providing support, expertise and assistance in the relevant field of Administration and Logistics.

Following main tasks and duties are currently required:

OVERALL PURPOSE

To contribute in the management of the logistics of the Delegation under the supervision of the Head of Administration

FLEET MANAGEMENT

• Supervise the vehicle fleet by collating and checking all information submitted by drivers
• Update the fleet management application (HR HUB) with all the maintenance of the vehicles
• Timely work on the renewal of the insurance of all the vehicles
• Keep and update the register of the driving licences of the drivers
• Organize the work of the drivers and their assignment to missions/duties, with the support of the other members of the section

DELEGATION BUILDING

• Supervise the generators: daily register of the hours run by the generators in the generators files, control the total hours of activity of the generators and timely request the intervention of the company responsible for servicing the machines. In case of malfunctioning of the generators immediately, contact the company responsible for servicing the machines.
• Controlling fuel consumption, work with the Head of Section for ordering and receiving fuel. Process the annual duty waiver request for the fuel for generators.
• Promptly reply to the maintenance needs of the building (contacting service suppliers such as plumbers, electricians…) or in case of extraordinary maintenance contacting the owner of the building.
• Promptly schedule ACs quarterly maintenance as per dedicated framework contract. Prepare ad hoc order forms in case of urgent maintenance needs
• Promptly schedule fire extinguishers yearly maintenance as per dedicated framework contract.
• Supervise the maintenance of the swimming pool.
• Supervise the waste management of the Delegation (including the compost area).
• Organize the cleaning of the water tanks.
• Monitor the water supply performed by the landlord.

ACCOMMODATIONS OF EXPATRIATE STAFF

• Prepare the accommodation for incoming staff: organize and supervise the internal painting works, using the cleaning framework contract to organize the deep cleaning of the accommodations.
• Assist the Admin secretary in the inventory of the furniture and items in the accommodations.
• Change the locks of the main doors of the accommodation and give one copy to the occupant and one to the Head of Administration.
• Organize the maintenance of the generators in the Residence and in the stand-alone houses of the expatriate where this service is not performed by the landlord.
• Organize the cleaning of the water tanks in the Residence and in the stand-alone houses of the expatriate where this service is not performed by the landlord.

IMPORTATIONS

• Handle the clearing and forwarding formalities including duty free goods at the airport and port, drafting Note Verbales addressed to the Ministry of Foreign Affairs.
• Support the expatriate staff with the documents needed for clearing the containers with their personal goods and vehicles.

VISAS AND RESIDENT PERMITS

• Liaise with Ministry of Foreign Affairs (including drafting of Note Verbales) for the issuing and renewal of diplomatic identity cards, resident permits and other eventual diplomatic documents.
• Support the Delegation in obtaining visas for staff travelling on official missions.

PROCUREMENT

• Support the section in the market analysis needed for procurement procedures, collecting quotations and making pictures of goods.
• Collecting quotations for small value purchases not requiring procurement procedures.
• Prepare Purchase Orders using the dedicated application.

AIRPORT RELATED DUTIES

• Process the requests for airport access pass/badges.
• Welcome the arriving new colleagues and other eventual visitors at the airport.
• Support with the collection of goods arriving at the airport.
• Any other logistic task, such as delivery of correspondence, driving, carry out small value purchases or ad hoc tasks relating to the activities of the Section and the Delegation.

The base salary will depend on relevant and verified employment experience, typically starting from 6,300 SLE.  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 June 2024. 

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

• High school leaving Certificate
• Motorbike driving licence
• Minimum 4 years  required professional experience in  performing the above mentioned tasks
• Working knowledge  of English:  ability to understand C1, ability to read C1, ability to speak C1, ability to write C1
• Right to residence and work in Sierra Leone

Assets / selection criteria (basis for awarding points to select the best applicant)

• Level of logistic related knowledge: 20 points (assessed with the interview);
• Level of local legislation related knowledge (importations, resident permits, vehicles insurance and registration ….): 30 points (assessed with the interview and in the written tests);
• Level of computer skills (Word, Excel): 20 points (assessed with computer written tests);
• Level of language skills (written, oral) in English: 5 points (assessed with computer written tests and during the interview);
• Team work fluency, high flexibility, and capacity to work under pressure: 25 points (assessed with group exercise);

How to apply

Please submit your application, consisting of a cover letter and Europass format CV via the e-mail address eeasjobs-039@eeas.europa.eu no later than 19/03/2024 at 17:00 local time. Only complete applications received on time via e-mail 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 and CV. 8 shortlisted will be invited for practical and written testing. The 5 best candidates will be invited for interview and group exercise.

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 the Delegation’s Administration.