Administrative Assistant

DELEGATION OF THE EUROPEAN UNION; Glasgow; On-site; GBP 5,000 - 38,000; Full time

Job summary

The European Union Delegation seeks an Administrative Assistant for their Administration Section, with duties including managing financial operations, reporting, and ensuring compliance with rules. Applicants should have relevant experience, strong organizational skills, and a good command of English. An attractive contract with benefits awaits the successful candidate.

Benefits

Annual Leave

Health Insurance

Contributions to a provident fund

13th month pay

Qualifications

• 3 years relevant work experience in finance or administration.
• Working knowledge (B2) of English, both oral and written.
• Medically fit to perform duties.

Responsibilities

• Support administrative and financial operations of the Delegation.
• Assist in budgeting, account closure, and financial reporting.
• Manage payments, purchase orders, and compliance with financial rules.

Skills

Organizational skills

Attention to detail

Communication skills

Flexibility

Education

Professional qualification or high school diploma in business administration, finance, accounting, HR

University degree in business administration, finance, accounting, or a job-related field

Tools

Microsoft Office

Job description

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 Singapore 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 Singaporean government in areas that are part of the EU’s remit.

We offer

The post of Administrative Assistant (Local Agent Group II) in the Delegation’s Administration Section. The team consists of four people.

Job Description

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, expertise and assistance in mainly financial and administrative issues.

Following main tasks and duties are currently required:

· Support the day-to-day administrative and financial operations of the Delegation;

· Assist in budgeting: preparation, monitoring, and reporting;

· Handle monthly account closure and financial reporting to HQ;

· Manage payments, purchase orders, and petty cash;

· Process medical claims, payroll, and income tax reports for local staff;

· Management of procurement procedures, contracts, and assets;

· Ensure compliance with financial and administrative rules;

· Liaise with local authorities for customs and official documentation;

· Support the Head of Administration or the Head of Delegation with various tasks as needed.

We offer a two years fixed-term contract with the possibility of renewal. The starting salary typically begins at 5,882 SGD per month, depending on relevant and verified work experience. Our competitive benefits package includes annual leave, public holidays, health insurance, contributions to a provident fund, the 13th month pay and CPF contributions for Singaporeans and Singapore Permanent Residents.

The expected start date is September 2025.

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

· Professional qualification or high school diploma in business administration, finance, accounting, book-keeping, HR or a job-related field;

· Minimum of 3 years of relevant work experience (e.g. finance, book-keeping, administration);

· Working knowledge (B2) of English, both oral and written;

· Very good command of Microsoft Office, particularly Excel, Word and Outlook;

· Medically fit to perform the required duties;

Assets / selection criteria (basis for awarding points to select the best applicant)

· University degree in business administration, finance, accounting, HR, or a job-related field;

· More than 3 years of relevant work experience (e.g. finance, book-keeping, administration);

· Working knowledge (B2) of Mandarin, Malay, or Tamil;

· Previous experience with EU institutions, embassies, or international organisation;

· Strong organisational skills, attention to detail, and ability to meet deadlines;

· Team player with excellent communication skills;

· Adaptable and flexible with working hours;

· Able to work autonomously, under pressure and, adapt to changing priorities;

· Knowledge of the European External Action Service is an advantage;

Conditions of employment

· The selected candidate shall enjoy civil rights and the necessary permits for employment under local law in order to be eligible to conclude the employment contract;

· Appointment will be subject to a satisfactory medical examination.

How to apply

Please submit your application, consisting of a cover letter and Europass format CV https://europass.europa.eu/envia the following functional mailbox: [e-mail] (Subject: Administrative Assistant 08830) no later than 12:00 pm local time on 01/07/2025. Only complete applications received on time will be considered.

The successful candidate will be subject to a medical and background 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 on the assessment of the information provided in the cover letter and CV; practical testing and interviews. At least the three best candidates will be invited to the final interview.

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 [e-mail].