Office Support Agent - Delegation of the European Union

Front Desk Duties

• Keeping the reception area organized and tidy at all times.
• Greeting and attending external visitors in a courteous way
• Keeping an accurate logbook of visitors coming to the reception
• Answering, screening and forwarding phone calls.
• Receive and route incoming correspondence on a daily basis
• Follow-up with DHL for the reception and departure of the weekly Diplomatic bag
• Booking meeting rooms upon request
• Manage access badges for all visitors (in & out)

Clerical & Secretarial Support Duties

• Oversight of the use of the small meeting room behind reception area
• Assist in the registration of incoming mail in Ares application
• Prepare files for meetings (make copies, label envelopes), dispatch mail upon request,
• Prepare correspondence for signature with the right layout and format
• Register incoming invoices in ABAC Application
• Manage daily delivery of newspapers and ensure dispatching within the Office.
• Manage the inventory of drinking water and supplies needed for internal meetings; check stock regularly, place and expedite orders, check supplies upon delivery.
• Encode requests for official transportation in the application Drivers and follow-up on approval;
• Keep the rooster of missions for drivers updated
• Book official cars/rent cars for missions upon request
• Provide administrative and logistical support for the organisation of internal meetings, missions and conferences upon request;
• Create/ update contact database of providers for the Administration
• Update the database of contacts for the Section
• Search for appropriate service providers on the Internet in the frame of procurement
• Any other duties assigned or requested by the Head of Administration

Professional requirements

• Very good organisational and writing skills
• Ability to speak well and convey information.
• Sense of duty and initiative
• Problem-solving skills
• Ability to work with little supervision
• Multi-tasking
• Ability to deliver accurate and quality work on short-term requests

Personal requirements

• Punctual
• Professional attitude and appearance
• Resourceful and pragmatic
• Professional customer service skills
• Very discrete in the handling of information
• Flexible and easily adaptable to a multi-disciplinary and multi-cultural environment
• Eager to learn and develop new skills