Job for Office Support Agent at European Union (EU)

Job Title:    Office Support Agent

Organisation: European Union (EU)

Duty Station: Kampala, Uganda

Reports to: Head of Administration

About EU:

The European Union (EU) is an economic and political partnership between 28 European countries. It plays an important role in international affairs through diplomacy, trade, development aid and working with global organisations. 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 Uganda is supporting Uganda’s priority needs which include the need to foster sustainable development by sound governance and macro-economic policies, improved connectivity of national and regional transport infrastructure and strengthening of agriculture.

Job Summary: The Office Support Agent will support the EU Delegation by contributing to the achievement of the objectives of the Administration through pro-active support of the section. The Office Support Agent is expected to take initiatives within the limits defined by the Head of the Administration

Key Duties and Responsibilities:   

Operation of the switchboard:

• Answering incoming telephone calls
• Making international calls
• The incumbent will be managing the reimbursement procedures of private telephone calls
• Implementing security procedures on the admission of all persons and arranging the escorting of all visitors within the Delegation
• Handling incoming and outgoing mail
• Drafting of notes and letters
• Tasked with the collection and dispatch of mail and courier pick-up and delivery services
• Control of meeting room bookings for internal and external participants
• Document management –  registration, filing and archiving
• Data entry of invoices
• Tasked with processing URA VAT tax claims for the office
• Back-up to Section Secretary during absences
• Other duties as may be assigned by the Head of Administration

Qualifications, Skills and Experience:

• The applicants for the European Union Office Support Agent job opportunity should have completed secondary education. Any form of higher education in the related field is desired
• At least three years of experience preferably with a focus on secretarial/administrative duties in an international environment
• Working in a multicultural environment is an added advantage
• Proficient in English is required. French fluency is desired
• Knowledge of IT tools           Microsoft Office package
• Operation of a telephone switchboard is an added advantage
• Ability to work in a team with a pleasing personality
• Ability to deal with stressful situations
• Ability to prioritise, understand complex subjects and respond appropriately
• Positive and a good all-rounder, outgoing and cheerful
• Discrete and able to handle sensitive information
• Proactive in finding solutions to potential problems

How to Apply:

All suitably qualified and interested candidates seeking to join the European Union Delegation in Uganda should send an application letter, a completed EU Standard Curriculum Vitae, download here, that must include three relevant referees, reference letter(s) of previous employment(s)and  copies of education and training certificates addressed to:

Head of Administration

European Union

Delegation to the Republic of Uganda

Crested Towers, 15th floor

Plot 17-23 Hannington Road

P.O. Box 5244 Kampala, Uganda.

Email to: DELEGATION-UGANDA-HOA@eeas.europa.eu

NB: Please clearly indicate: Application – Office Support Agent in the subject of the E-mail.

Deadline:  8^th September 2017 by 13:00 Hours