Administrative Assistant (Procurement & Infrastructure Support)

EUBAM Libya

Washington (District of Columbia)

On-site

USD 95,000 - 103,000

Full time

5 days ago

Be an early applicant

Get a reply from this employer

Your resume and cover letter, tailored to exactly what they’re hiring for.

Get past ATS filters

Benefits offered by this job

401(k)

401(k) matching

Dental insurance

Flexible schedule

Health insurance

Paid time off

Vision insurance

Job summary

The European Union Delegation in Washington, DC invites applications for an Administrative Assistant-Procurement & Infrastructure Support (Local Agent). The role oversees procurement procedures, infrastructure contracts, and asset management across the Delegation's offices in Washington, DC and San Francisco.

It is a two-year fixed-term contract with renewal possibilities based on budget and performance. Based in an international, multi-cultural team, you will coordinate with vendors, manage

Qualifications

Minimum of High/Secondary school diploma or equivalent; a bachelor’s degree an advantage.
Minimum of 3 years of full-time paid work experience in procurement/contracting/project management. The professional experience must be acquired after the date on which the qualification allowing access to the post was obtained.
Excellent working knowledge of the English language.
Right to residence and work authorisation in the USA at the time of application. The European Union does not sponsor visas for Local Agents.

Responsibilities

Prepare, coordinate and support public procurement procedures for the EU Delegation and EU Residence in Washington, DC and San Francisco.
Administer infrastructure contracts incl. IT, cleaning, maintenance, repairs, transport, security, insurance, furniture and equipment.
Plan and coordinate tenders and renewals; monitor contract expiries and awarded amounts.
Ensure financial and budgetary compliance with regulations.
Communicate with vendors to execute contracted services and deliver supplies in DC and SF.
Oversee subscriptions and asset/inventory management for the Delegation.
Support facility issues in CAFM system; liaise with building management and colocators.
Assist in reporting and back-up for Head of Infrastructure and Procurement.

Skills

Procurement experience

Contracting experience

Project management

English fluency

Education

High school diploma

Bachelor’s degree (advantage)

Job description

Administrative Assistant (Procurement & Infrastructure Support)

04.11.2026 New opportunity

Text

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.

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 smooth running of the Delegation and the
Administration Section in general, including, but not limited to, back-up of other colleagues, escorting of contractors, assisting with representation events and VIP visits, and some light lifting if needed;
Operational Initiating Agent (OIA) for approving invoices;
Financial initiator for purchase orders.

In return, you will work in a section with a great team spirit and in an environment, which will allow you to develop professionally and deepen your understanding of the functioning of the European Union.

The base salary will depend on relevant and verified employment experience, typically starting from $95K (3 years’ experience), $97K (6 years’ experience), $103K (10 years’ experience) etc. There is a competitive benefits package including personal leave days and public holidays, flexible working hours, health insurance and 401k.

The expected start date will be 1 January or 1 February 2027.

Minimum requirements/eligibility criteria (necessary for the application to be considered)

Minimum of High/Secondary school diploma or equivalent; a bachelor’s degree an advantage;
Minimum of 3 years of full-time paid work experience in procurement/contracting/project management. The professional experience must be acquired after the date on which the qualification allowing access to the post was obtained;
Excellent working knowledge of the English language;
Right to residence and work authorisation in the USA at the time of application. The European Union does not sponsor visas for Local Agents.

Selection criteria

University/Graduate degree or equivalent experience in procurement/contracting/project management related field an advantage;
Excellent communication and interpersonal skills; ability to work autonomously and as part of a team in synergy with the rest of the INFRA cell and Administration staff;
Excellent organizational skills, ability to multi-task and prioritize, and flexibility with regard to working hours;
Ability to work calmly under pressure and use own judgment and initiative; sense of responsibility, and motivation;
Must be professional, discreet, and able to safeguard confidential matters discussed by others during performance of duties;
Ability to deal with a varied range of people and working in a multicultural office, as part of an international team;
Excellent knowledge of IT tools (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 of working in an EU or international organization, a diplomatic mission, or a multicultural environment would be an advantage;
Familiarity with the European Union and its Financial Regulation and IT systems (PPMT, SUMMA, ABAC Assets) would be an asset.
Excellent ability to communicate in a clear and structured manner, both verbally and in writing, and be customer service oriented.

Equal Opportunities

The European Union is committed to an equal opportunities policy for all its employees and applicants for employment. As an employer, the EU is committed to promoting gender equality, preventing discrimination on any grounds and ensuring a zero tolerance approach to any form of harassment. It actively welcomes applications from all qualified candidates from diverse backgrounds. We aim at a service which is truly representative of society, where each staff member feels respected, is able to give their best and can develop their full potential.

If pre-selected, candidates with disabilities are invited to contact delegation-usa-vacancies@eeas.europa.eu in order to accommodate any special needs and provide assistance to ensure equality of opportunities with other candidates.

If a candidate with a disability is selected and recruited, the EEAS is committed to appropriate measures in order to accommodate his or her special needs to the working place or working conditions in accordance with Art 4 of the Decision ADMIN(2025)13 of the Director-General for Resource Management of the European External Action Service on providing reasonable accommodation for local staff with disabilities working in Union Delegations.

Data Protection Notice

https://www.eeas.europa.eu/eeas/eeas-privacy-statement-data-protection-notice-purpose-processing-personal-data-related-recruitment_en

Pay

$95,000.00 - $103,000.00 per year

Benefits