Office Support Agent at Delegation of the European Union

Front Desk Duties

• Keep the reception area organized and tidy at all times
• Greet and attend to external visitors in a courteous manner
• Maintain an accurate logbook of visitors coming to the reception
• Answer, screen, and forward phone calls
• Receive and route incoming correspondence on a daily basis
• Follow up with courier services for the reception and departure of weekly diplomatic materials
• Book meeting rooms upon request
• Manage access badges for all visitors (entry and exit)

Clerical & Secretarial Support Duties

• Oversee the use of the small meeting room behind the reception area
• Assist in the registration of incoming mail in the document management system
• Prepare files for meetings (make copies, label envelopes) and dispatch mail upon request
• Prepare correspondence for signature with the correct layout and format
• Register incoming invoices in the financial management system
• Manage daily delivery of newspapers and ensure distribution within the office
• Manage inventory of drinking water and supplies needed for internal meetings; check stock regularly, place and expedite orders, and verify supplies upon delivery
• Encode requests for official transportation and follow up on approvals
• Keep the roster of missions for drivers updated
• Book official or rental cars for missions upon request
• Provide administrative and logistical support for the organization of internal meetings, missions, and conferences
• Create and update contact databases of service providers for the Administration
• Update contact databases for the Section
• Search for appropriate service providers for procurement purposes
• Perform any other duties assigned by the Head of Administration