The EU Delegation to Egypt offers a post of Office Support Agent (Local Agent Group 4) in the Delegation’s Cooperation Section. The team consists of 29 people and 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 Cooperation, providing assistance to the Governance and Social Inclusion team in planning, execution and follow up of the logistical and secretarial aspects related to the activities of the team.

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 and mission planning, and others as well as Team Leader in all administrative matters as required.

·         Keep up to date the contacts directory and the mailing list of the team.

·         Back-up other secretaries of the Cooperation section during their absences.

·         Assist the Team Leader and Programme Managers of the team in:

·         Preparing documents and files related to the team’s project 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 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 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 when requested minutes of meetings handled by the Sector such as Donor Partners Groups or internal meetings with EUMS.