The European Union Delegation to Ukraine is looking for the Office Support Agent in the Operations Section (two jobs).

The European Union Delegation to Ukraine is looking for:

Office Support Agent in the Operations Section (two jobs).

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 Ukraine 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 Office Support Agent (Local Agent Group IV) in the Delegation’s Operations Section 1 reporting to the Head of Section OPS 1. The team consists of 17 people and there are occasional atypical working hours. Under these posts, the recruited persons will be attributed functions depending on the needs of the Delegation, and on the changes of these needs. The successful candidates will serve under the supervision and responsibility of the Head of Operations Section 1, providing secretarial support to the Operations Section 1.

The post of an Office Support Agent (Local Agent Group IV) in the Delegation’s Operations Section 2 reporting to the Head of Section OPS 2. The team consists of 15 people and there are occasional atypical working hours. Under these posts, the recruited persons will be attributed functions depending on the needs of the Delegation, and on the changes of these needs. The successful candidates will serve under the supervision and responsibility of the Head of Operations Section 2, providing secretarial support to the Operations Section 2.

The Operations team in the Delegation comprises around 65 staff in total and is divided in three sections (covering different themes/sector[1]) each headed by a head of section under overall responsibility of the Head of Cooperation. Some areas – such as donor coordination, communication and other horizontal issues – are directly attached to the Head of Cooperation.

The following main tasks and duties are currently required: 

• Collecting, organizing, and consolidating information from the Section for internal and external reporting,  Providing comprehensive Section input to other teams or departments as required.

• Scheduling, organizing, and managing virtual and in-person meetings for the Section, including preparing agendas and taking minutes, Ensuring proper setup for video conferencing tools (e.g., Zoom, Webex, Teams) and troubleshooting technical issues.

• Managing calls, emails, and other correspondence on behalf of the Head of Section and absent staff, Acting as the first point of contact for inquiries directed to the Section.

• Registering and digitally archiving incoming mail and correspondence for the Section, Coordinating outgoing correspondence, ensuring timely delivery and adherence to deadlines, Preparing documents for signature, including routing slips, file management, and verification of document accuracy.

• Maintaining an organized digital filing system and managing archives to ensure accessibility and compliance with data privacy standards

• Creating and maintaining spreadsheets, tracking information, and generating reports using Excel or equivalent software (e.g., Google Sheets), Managing data entry, ensuring accuracy, and analyzing data to support Section operations.

• Conducting regular press reviews to gather and summarize news, articles, and updates relevant to the Section’s portfolio, Sharing insights from press reviews with the team to inform strategies and decision-making.

• Handling internal paperwork and liaising with the Administration or HR department for Section needs, Preparing and dispatching envelopes and packages for local mail, diplomatic pouch, or courier services.

• Scanning, formatting, and sharing documents digitally, including proficiency in office software (e.g., Microsoft Office Suite, Adobe), Managing digital signatures and e-signature tools for approvals.

• Drafting clear and professional emails, notes, and letters as requested, providing occasional translation or interpretation support for internal and external communications.

• Tracking deadlines for replies and ensuring that follow-ups are conducted promptly.

• Providing general administrative support as required by the Head of Section or other team members, Assisting with project coordination or research tasks where appropriate, Supporting event planning or logistics as needed.

The base salary will depend on relevant and verified employment experience, typically starting from 1619 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 in December 2025-January 2026. 

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

• Completed secondary education;

• Job-Related experience: at least 2 years of job-related experience after obtaining the minimum required diploma;

• Working knowledge  of English – B2 (Listening, Reading, Spoken interaction, Spoken production, Writing); Ukrainian – C2 (Listening, Reading, Spoken interaction, Spoken production, Writing);

• Knowledge of IT tools: IT tools for office automation;

• 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) 

• Experience with an international organisation;

• Experience with EU projects;

• High level of computer skills (Word, Excel, PowerPoint, Outlook, Zoom/Webex etc.)

Personal skills:

Communication skills

• Capacity to communicate clearly and concisely 

Interpersonal skills

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

Intellectual skills 

• Ability to prioritise
• Sense of initiative as regards the day-to-day work
• Ability to learn autonomously

Management skills 

• Good organisational skills
• Ability to meet deadlines

PERSONAL QUALITIES

• Commitment to work with quality, speed and accuracy
• High degree of responsibility in handling secretarial duties
• Ability to work under pressure
• Sense for delivering good service (result-oriented)
• Discretion and reliability
  
   

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: eeasjobs-248@eeas.europa.eu (Reference: Office Support Agent in the Operations Section) no later than 06/11/2025. Only complete applications received on time  via the Email:  eeasjobs-248@eeas.europa.eu 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 eeasjobs-248@eeas.europa.eu

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 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 their full potential.

[1] Operations Section 1: European Integration, Governance and Rule of Law, Civil Society; Operations Section 2: Public Finance, Business Support and Social Policies; Operations Section 3: Reconstruction, Energy, Infrastructure and Environment