The European Union Delegation to the United States of America, Washington DC is looking for:

Secretary/Assistant in the Foreign Policy Instruments (Americas) 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 United States of America in Washington, DC 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 U.S. government in areas that are part of the EU’s remit.

We offer

We are looking for an enthusiastic and detail orientated candidate to fill the post of Secretary/ Assistant (Local Agent Group III) in the Delegation’s Foreign Policy Instruments (FPI) Section. The team consists of 7 people and there are occasional atypical working hours. Under this post, the successful candidate will be working directly with the Program Officers providing assistance in contracts and grants administration. They will also serve as support staff under the supervision and responsibility of the Head of FPI (Americas) Team, and will be assigned the following main tasks and duties:

• Providing procedural and administrative support for FPI projects managed by the team in the Americas;
• Administrative assistance to the Head of the FPI Americas team;
• Preparing Files in ARES for the operational and financial initiating agents;
• Initial preparation of all procurement documents (i.e. Calls for Proposals/Tenders, Contracts, Templates);
• Initial draft of reporting tasks (i.e. FPI contribution to internal Delegation reports and reports to HQ );
• Maintenance of all financial, contractual and other documents (including registration, transmission, filing and archiving);
• Encoding contracts/invoices in CRIS and ABAC (visa DEA);
• Maintaining and updating procurement contacts, tracking tables of beneficiaries and tables of activities under procurement contracts;
• Creating and updating timelines/planning tables for projects managed by the team in the Americas to ensure respect of FPI rules and procedures;
• Assistance with and support to Evaluation Committees, including scheduling, document management, drafting minutes/reports;
• Administrative tasks such as managing incoming and outgoing correspondence, maintaining calendars, filtering telephone calls and organizing visitors programs;
• Assistance with cross-cutting tasks relevant for the whole Americas team;
• Assistance with preparation of briefings for senior management on FPI;
• Assistance in development/organization/implementation of events and other outreach initiatives, including outside of DC;
• Organize and/or participate in meetings with internal/external stakeholders on matters related to the FPI projects portfolio.

We offer an attractive position in a stimulating and supportive work environment and working in close coordination with other colleagues across the EU Delegation. The salary range is dependent on relevant and verified employment experience, starting from $65K (3 years’ experience), $69K (6 years’ experience), $75K (10 years’ experience) etc.

There is a competitive benefits package including generous personal leave days and public holidays, flexible working hours, health, dental and vision insurance and a retirement savings plan.

The expected start date will be 1 August 2024.

We look for:

• Minimum secondary school education or equivalent;
• Minimum of 3 years' relevant experience, including demonstrated administrative skills and financial aptitude;
• Strong sense of organization, motivation and enthusiasm;
• Ability to work under strict deadlines;
• Excellent computer skills (Word, Excel, Powerpoint, Outlook);
• Excellent eye for detail and accuracy;
• Experience with a financial system (e.g. SAP, ABAC, CRIS, Oracle etc.) an advantage;
• Event management experience an advantage;
• Excellent communication and interpersonal skills, ability to work in a team;
• Good knowledge or experience of transatlantic relations including EU institutions and policies an advantage;
• Fluency in English; knowledge of second EU language an advantage.

How to apply

It is important to note that the Delegation of the European Union to the United States of America does not sponsor visas for Local Agents. Applicants must have an existing and valid US work authorization that does not require sponsorship by the Delegation.

Please submit your application including a cover letter and resume via the Indeed.com website (Reference EUWAS 03/24) no later than Monday 27 May 2024 (EST). Only applications received via Indeed.com will be considered.

The resume must also include the names and contact details of at least two referees who can attest to your professional and personal attributes in the event you are shortlisted for the post. References will only be taken up for those who are shortlisted.

The process

After the deadline for applications, the applications will be reviewed by a Selection Panel set up for this purpose. The Selection Panel will prepare a short-list of candidates who are considered the most suitable for the post based on a preliminary assessment of the information provided in the cover letter and resume. The short-listed candidates will be invited to an assessment phase, which will include an interview and practical test. During this phase, the Selection Panel will assess the suitability of the candidates for the post. Those 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 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 Panel, but address your questions and comments to the Delegation’s Administration.

Job Type: Full-time

Pay: $65,000.00 - $75,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee discount
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Referral program
• Vision insurance

Schedule: Monday to Friday

Application Question(s):

• You must have an existing US work authorization (e.g. US Citizen, Permanent Resident, EAD) that does not now or will not require EU Delegation sponsorship in the future.
• Please describe in 1-2 sentences: How is your previous experience relevant to this role? Why are you a good fit for this job?

Education: High school or equivalent (Required)

Experience: Relevant administrative & financial: 3 years (Required)

Work Location: In person