The European Union Delegation to Ukraine is looking for:
Administrative Assistant in the Administration Section.
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 Ukraine 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 Ukrainian government in areas that are part of the EU’s remit.
We offer
The post of an Administrative Assistant (Local Agent Group II) in the Delegation’s Administration Section. The team consists of 20 people and there are occasional atypical working hours.
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 Section, providing support to the Delegation on administrative tasks.
Following main tasks and duties are currently required:
- Management of missions procedures (working in MIPS)
- Negotiation with transport and hotels for corporate rates and long stay package
- Management of reimbursement requests from expatriates (Rest Leaves, perdiems, temporary accommodations, etc.)
- Management of administrative procurement and respective contracts/services
- Providing logistic support / organise events as required
- Supporting customs clearance of personal belongings of diplomats and incoming and outgoing cargo of the Delegation
- Management of removal and storage of personal belongings of diplomats
- Assisting with VIP visits from HQs
- Organising meetings for the Head of Section /the section, drafting minutes
- Managing administrative or information gathering tasks related to the work of the section / market research
- Drafting notes, NVs, letters, and contractual correspondence
- Main back-up of Protocol issues
- Fulfilling other tasks as designated by the Head of Administration
The Employment Contract will be signed until 31/12/2027. The base salary will depend on relevant and verified employment experience. There is a competitive benefits package, subject to certain conditions, including personal leave days and public holidays, health insurances and a retirement savings plan.
The expected start date will be November-December 2024.
Minimum requirements / eligibility criteria (necessary for the application to be considered)
- BA in the relevant field;
- At least 3 years of relevant experience after obtaining the minimum required diploma;
- Working knowledge (C1) of English; Ukrainian – C1;
- Knowledge of IT tools: Excel (advanced) – Word – Access;
- Right to residence and work in Ukraine;
- Medical fitness to carry out the tasks assigned.
Assets / selection criteria (basis for awarding points to select the best applicant)
- MA in Management, Finance, Administration
- Previous experience with an international organisation
- Understanding of EU internal applications
- Knowledge of EU administrative rules and financial procedures
Personal skills
Communication skills
- Capacity to communicate clearly and concisely
- Very good drafting skills
- Good negotiation skills
Interpersonal skills
- Ability to listen and understand, to consult and to share information
- Ability to work in a team in a multi-cultural environment
- Adaptability to new work situations
Intellectual skills
- Ability to learn with autonomy
- Ability to summarize complex issues
- Ability to apply correctly and soundly financial/contractual rules
- Ability to analyse legal texts
Management skills
- Good organisational skills
- Thorough understanding of co-ordination and management issues
- Ability to multi-task and to focus on priorities
- Ability to take initiatives
- Ability to meet deadlines
PERSONAL QUALITIES
- Commitment to work with quality, speed and accuracy
- High degree of responsibility
- Ability to work under pressure
- Sense for delivering good service (result-oriented problem solver)
- Discretion and reliability
- Client-service oriented with a good multi-cultural understanding
How to apply
Please submit in English your application, consisting of a cover letter, Europass format CV https://europass.cedefop.europa.eu/ and a declaration on honor regarding the work rights and medical fitness (no template, free format) via the Email: eeasjobs-177@eeas.europa.eu (Reference: Administrative Assistant job) no later than 24/10/2024. Only complete applications received on time via eeeasjobs-177@eeas.europa.eu will be considered.
The successful candidate will be subject to a medical check.
The process
After the deadline for applications, the eligible applications will be admitted to the Selection by the 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.
Only candidates admitted to each successive selection phase will be contacted individually. The Delegation will use the same means of publication as for this job advertisement to inform the remaining candidates once the recruitment procedure has been completed and that a candidate has (or has not) been recruited.
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 eeasjobs-177@eeas.europa.eu
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 and to preventing discrimination on any grounds. It actively welcomes applications from all qualified candidates from diverse backgrounds and from the broadest possible geographical basis amongst the EU Member States. 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.