Administrative Assistant (Procurement & Infrastructure Support)

European Partnership; Washington (District of Columbia); On-site; USD 95,000 - 103,000; Full time

Benefits offered by this job

Health insurance

Flexible working hours

Personal leave days

401k

Public holidays

Job summary

The European External Action Service Delegation in Washington, DC is seeking an Administrative Assistant-Procurement & Infrastructure Support (Local Agent Job Profile of Administrative Assistant, Group II) for a fixed-term two-year contract.

The role involves managing public procurement procedures, infrastructure contracts, asset management and budgetary compliance, with duties covering San Francisco and US-based operations in a dynamic, international team.

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.
• Excellent working knowledge of the English language;
• Right to residence and work authorisation in the USA at the time of application.

Responsibilities

• Preparation, coordination and support of public procurement procedures for the EU Delegation and EU Residence in Washington, DC and San Francisco Office.
• Administration and follow-up of infrastructure-related contracts including IT, cleaning, maintenance, repairs, transportation, security, insurance, furniture and equipment; and property management contracts.
• Plan and coordinate calls for tenders; ensure expiring contracts are renewed and services are maintained.
• Ensure financial and budgetary compliance of infrastructure matters with Financial Regulations and applicable laws.
• Daily communication with vendors and service providers for contracted services and supplies in Washington, DC and San Francisco.
• Administration and oversight of the Delegation’s subscriptions; Asset Management/Inventory of Delegation furniture and equipment.
• Facility assistance and CAFM system entries; liaising with building management and colocators.
• Assist in reporting and back-up for Head of Infrastructure and Procurement; other ad-hoc tasks.
• Back-up of colleagues and support for VIP visits; light lifting when needed; OIA for approving invoices and financial initiator for purchase orders.

Skills

English proficiency

Education

High/Secondary school diploma

Bachelor's degree (advantage)

Job description

04.11.2026 New opportunity

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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 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

• 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.

The process

After the deadline for applications, the eligible applications will be admitted to the Selection Committee set up for this purpose.

Depending on the number of applications received, successive phases of Selection may include shortlisting of candidates based assessment of the information provided in the cover letter, CV, practical testing and interviews. The best candidates will be invited for testing and interview.

Only candidates admitted to each successive selection phase will be contacted individually. The Delegation will not supply additional information or discuss the selection procedure. During the selection process, please do not contact the members of the Selection Committee, but address your questions and comments to the Delegation’s Administration at [e-mail] .

The successful candidate may be subject to a background check.

Candidates who wish to lodge a complaint regarding the recruitment process may submit a written communication to the functional mailbox to which they sent the initial application. Upon receipt, the Delegation will review the matter and, where appropriate, consult Headquarters before providing a response.

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 [e-mail] 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.