Office Support Agent

Overview

Ensure administrative support for the team and manage documents effectively.

You have:

• High school degree.
• Being trained as Office Support Agent from on the job experience of at least 2 (two) years.
• Excellent knowledge (C2 level in CEFR) of English and Arabic (written and spoken).
• Excellent knowledge of Office applications (notably MS WORD, EXCEL, …).
• Right to residence and work in Egypt (if no Egyptian national, please add a copy of your residence visa and work permit in your application).

The following main tasks and duties are currently required:

• Ensure the registration, distribution and dispatching as well as internal circulation of documents and correspondence in conformity with internal control procedures.
• Support administrative aspects of the section management, including leave monitoring, training, mission planning and others.
• Support the Team Leader in all administrative matters as required.
• Keep up to date the contacts directory and the mailing list of the Team.
• Back-up secretaries of the Cooperation Section during their absences.
• Assist the Team Leader and the Programme Managers of the team in:
  • Preparing documents and files related to the Team's projects portfolio, such as letters, reports, contracts, and follow-up on internal circulation process and with external partners;
  • Performing secretarial support tasks for the Team Leader and the Programme Managers of the Section, in particular by following their agenda, making transport arrangements, making telephone calls, filtering calls and visitors, filing, typing letters and notes, and copying documents etc.;
  • Ensuring the proper application and use of several management tools, such as project and contract list, project plans, events calendar, etc.;
  • Initiating mission orders and claims, including travel arrangements, hotel reservations and car movements;
  • Translating simple documents (English into Arabic or vice versa);
  • Updating the Outlook calendar of the Team.
• Assist in the planning and preparation of meetings, workshops, seminars and any other event in the framework of the Section responsibilities and the overall tasks of the Delegation.
• Organise internal meetings, including logistical arrangements and taking of minutes.
• Organise, follow-up and produce whenever requested minutes of meetings handled by the Team, such as Donor Partners Groups or internal meetings with EUMS.

The base salary will depend on relevant and verified employment experience, typically starting from EUR 685, payable in Egyptian Pounds based on the infor euro rate of the month of payment. 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 01/08/2025.

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

• High school degree;
• Being trained as Office Support Agent from on the job experience of at least 2 (two) years.
• Excellent knowledge (C2 level in CEFR) of English and Arabic (written and spoken);
• Excellent knowledge of Office applications (notably MS WORD, EXCEL, …);
• Right to residence and work in Egypt (if no Egyptian national, please add a copy of your residence visa and work permit in your application).

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

• University level education;
• Experience of working in a team in multi-disciplinary and multi-cultural environment;
• Previous professional experience in one of the Member States of the European Union;
• Knowledge of other EU language(s);
• Excellent computer skills and knowledge of office software and IT tools;
• Performing high professional standards with regards to reliability, confidentiality, personal integrity, loyalty and flexibility;
• Having the capacity to focus on priorities and to organize work to deliver on time;
• Teamwork fluency and capacity to work under pressure;
• Having the capacity to communicate clearly and concisely (orally and in writing);
• Having a good understanding of the values and of the mission of the European Union and the role of the EU Delegation to Egypt.

How to apply

Please submit your application, consisting of a cover letter in English and a CV in English, preferably using the Europass format CV (please see https://europa.eu/europass/en/create-europass-cv) to [email protected] mentioning in the subject line the reference: “your Family Name - your First Name - Office Support Agent - COOP”, no later than 1:00 PM Egyptian time on 15/06/2025.

Only complete applications, received on time via [email protected] will be considered.

The successful candidate will be subject to a medical check, background check and will be requested an updated judicial record extract.

Potential interview questions