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 a Secretary (Local Agent Group III)
in the Delegation’s Finance, Contracts and Audit Section
reporting to the Head of Finance, Contracts and Audit.The Finance, Contracts and Audit team in the Delegation is to comprise around 20 staff in total.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 Finance, Contracts and Audit, providing Administrative support, expertise and assistance to Finance, Contracts and Audit Section.
The Following Main Tasks And Duties Are Currently Required
General Secretarial and Document Management Tasks
- Register and distribute incoming documents (paper and ARES document management system)
- Send outgoing documents (local mail, diplomatic pouch, courier, etc) (paper and ARES document management system)
- Prepare routing slips, checklists and files
- Prepare internal administrative paperwork (mission requests, holiday requests, etc)
- Update (decision, contract, invoice, procurement procedure) portfolio overviews
- Coordinate preparation / prepare meetings
- Collect and consolidate administrative data and information
- File/archive documents
- Answer telephone calls for the Head of Section and other members of staff as required
- Occasional translation/interpretation
- Carry out other secretarial and assistance tasks as assigned by the Head of Section
Tasks related to procurement procedures
- Prepare physical procurement procedure files
Tasks related to contract management
- Encode contractual transactions
- Prepare physical commitment/contract files
Tasks related to financial management
- Check formal aspects of invoices
- Encode financial transactions
- Prepare physical payment files
- Assist in creation of Legal Entity and Bank Account Files (LEF and BAF), including encoding
The base salary will depend on relevant and verified employment experience, typically starting from 2389 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 September 2025.
Minimum requirements / eligibility criteria (necessary for the application to be considered)
- Secondary education and/or equivalent professional qualification in Economics, Finance or Administration;
- Job-Related experience: at least 3 years of relevant experience after obtaining the minimum required diploma;
- Working knowledge of English – C1 (Listening, Reading, Spoken interaction, Spoken production, Writing); Ukrainian – C1 (Listening, Reading, Spoken interaction, Spoken production, Writing);
- Knowledge of IT tools: MS Office;
- 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)
- University degree;
- Previous experience with an international organisation and/or with international assistance programmes;
- Knowledge of internal Commission procedures;
- Knowledge of the processing of invoices for payment;
- Understanding of EC accounting applications
Personal Skills
Communication skills:
- Capacity to communicate clearly and concisely
- Good writing skills
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
Management Skills/Organisational Skills
- Good organisational skills
- Ability to meet deadlines
PERSONAL QUALITIES
- Commitment to work quality, speed and accuracy
- High degree of responsibility in handling financial issues
- Capacity to work under pressure
- Sense for delivering good service (result-oriented)
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-161@eeas.europa.eu (Reference:
Secretary job) no later than 23/07/2025. Only complete applications received on time via
eeasjobs-161@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-161@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.
