Assistant/Secretary (Human Resources & Protocol) in the Administration Section

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

Assistant/Secretary (Human Resources & Protocol) in the Administration 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 service-minded candidate to fill the post of Administrative Assistant - Human Resources & Protocol (Local Agent Group III) in the Delegation’s Administration Section. The team consists of 21 people. The Administrative Assistant will be under the supervision and responsibility of the Head of Administration (HoA), and will be assigned the following main tasks and duties:

• Assisting the HoA in providing administrative and personnel support to the Delegation's Diplomatic Staff concerning their rights and obligations; arrival and departure processes; all tour of duty administration and notifications etc.;
• Coordinator of all Protocol and US State Department matters - OFM, Visa Office, other US government agencies;
• Organising meetings and coordination with Member States, other Embassies and consultation groups (e.g. WAMO, Administrative Counselors);
• Coordination and Point of Contact for the Delegation’s Administrative Standing Instructions;
• Document Management Officer for the Administration section, ARES filing plan and e-filing structure;
• Other ad-hoc administrative tasks related to the smooth running of the HR & Protocol cell (e.g. Local Staff matters, recruitments, time recording) and the Administration Section in general.
• Backing up two colleagues in the HR & Protocol cell.

We offer an attractive position in a stimulating and supportive work environment and working in close coordination with the Administration team in supporting colleagues across the EU Delegation. The salary range is dependent on relevant and verified employment experience, starting from $62K (3 years of experience), $66K (6 years’ experience), $72K (10 years’ experience) etc.

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

The expected start date will be 1 May/1 June 2024.

We look for:

• Minimum of Secondary school diploma or equivalent;
• Minimum of 3years' relevant experience in Human Resources or a related role with an emphasis on protocol matters/State Department liaison;
• Ability to work as part of a team in synergy with the rest of the HR cell and Administration staff; sense of initiative and responsibility, good judgement and motivation;
• Excellent organization and coordination skills, detailed orientated and ability to multi-task and prioritize;
• Demonstrated communication skills, excellent social and interpersonal skills, discretion on sensitive matters;
• Demonstrated experience and expertise with MS Office and web based apps; familiarity with online platforms (Webex, Zoom) would be an asset;
• Excellent spoken and written command of the English language, knowledge of other European languages would be an advantage;
• Experience in an international organization, a diplomatic mission, a multicultural environment or familiarity with the European Union would be an asset.

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 02/24) no later than 20 March 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: $62,000.00 - $72,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible schedule
• Health insurance
• Paid time off
• Parental leave
• Vision insurance

Schedule:

• Monday to Friday

Application Question(s):

• Emphasis on protocol matters/State Department liaison
• 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.
• 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:

• Human Resources or related: 3 years (Required)

Work Location: In person