Administrative Assistant (Procurement & Infrastructure Support)

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, Washington D.C. 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 United States of America government in areas that are part of the EU’s remit. We offer The post of Administrative Assistant-Procurement & Infrastructure Support (Local Agent Job Profile of Administrative Assistant, Group II) in the Delegation’s Administration Section, under a fixed-term employment contract of two years, with a possibility of renewal under reserve of budgetary availabilities and operational considerations. For internal candidates holding an indefinite-term contract, alternative contractual arrangements may apply in accordance with institutional policies. The team consists of 21 people and there are occasional atypical working hours. Within the Administration Section, the Infrastructure and Procurement team consists of 9 administrative professionals, all customer service focused, and working together to address the needs of colleagues in the Delegation. The team is responsible for building good relationships with external suppliers, procuring goods and services, implementing and managing contracts as well as managing the lifecycle of physical assets and capital projects within the Delegation’s building, all whilst bearing in mind sound financial management of public funds. 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 Administration providing procurement and infrastructure support. The following main tasks and duties are currently required: Preparation, coordination and support of public procurement procedures, linked to the administrative management of the EU Delegation and EU Residence in Washington, DC and for the San Francisco Office; Administration and follow-up of infrastructure related contracts including, but not limited to, IT, cleaning, maintenance, repairs, transportation, security, insurance, fire extinguishers, pre-action, first aid etc., furniture and equipment for the Delegation, and contracts related to property management; Responsible for planning and coordinating upcoming calls for tenders, ensuring that expiring contracts are renewed in a timely manner and that continuity of services is maintained. This includes monitoring contract expiry dates and consumption of awarded amounts, anticipating renewal needs, and initiating the tendering or renewal process sufficiently in advance; Ensure financial and budgetary compliance of infrastructure matters with the Financial Regulations and other applicable legal and regulatory requirements; Daily communication and coordination with vendors and service providers to regularly and properly execute contracted services and delivery of supplies in Washington, DC and San Francisco; Administration and oversight of the Delegation’s subscriptions; Asset Management/Inventory of Delegation furniture, equipment etc.; Facility assistance - entering issues regarding plumbing, HVAC etc. into the Computer-aided Facilities Management (CAFM) System and liaising with the building management and colocators; Assistance in various reporting (ex-post control, Annual Management Plan, financial reporting etc.); Back-up for Head of Infrastructure Cell and for Procurement Officer; Other ad-hoc administrative tasks related to the s…

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