Administrative Assistant – Local Agent Vacancy notice number 302156

EUBAM Libya; London; On-site; GBP 51,000; Full time

Job summary

An established international organization seeks an Administrative Assistant to support the Administration Section in London. This dynamic role involves coordinating activities, managing human resources, and ensuring compliance with financial regulations. The successful candidate will thrive in a multi-cultural environment, demonstrating personal initiative and strong organizational skills. With a competitive salary and a chance to contribute to significant diplomatic efforts, this position offers a unique opportunity for professional growth and development within a respected institution. If you are passionate about administration and eager to make an impact, this role is perfect for you.

Qualifications

• Medically fit and valid work permit for the UK required.
• Advanced level knowledge of English (C2) and 5 years of relevant experience.

Responsibilities

• Assist in planning and coordination of administrative activities.
• Manage human resources and assist in recruitment procedures.
• Monitor administrative budget and ensure compliance with regulations.

Skills

Organisation Skills

Flexibility

Personal Initiative

Teamwork

Integrity

Education

Secondary School Leaving Certificate

Post-secondary School Certificate in Administration

Tools

IT Applications

Job description

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Administrative Assistant – Local Agent Vacancy notice number 302156

19.03.2025 Expired

Teaser

The EU Delegation to the UK is looking for an Administrative Assistant – Local Agent Vacancy notice number 302156.

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The European Union currently has 144 Delegations, eight of which are to international organisations. In all, more than 1200 officials and 4100 other staff are currently serving in these Delegations. The work of a Delegation varies from country to country but, in general, covers political matters, trade, press and information, aid management and the external aspects of internal EU policies. The key areas of activity of the Delegation will relate to political, foreign policy and security matters, trade, internal market (incl. labour related), as well as external aspects of Union policies (research & innovation, education, climate change, energy, fisheries, etc.).

The Delegation of the European Union to the United Kingdom opened its doors on 1st February 2020 following Brexit and is located in London. It currently consists of some 50 staff members, working across six sections: Head of Delegation Section, Political Section, Press & Public Diplomacy Section, Economic & Trade Affairs Section, Citizen, Social, Justice and Home Affairs Section and Administration Section.

We offer a post of Administrative Assistant as Local Agent in the Administration Section. Under this post, the recruited person will be attributed functions depending on the needs of the Delegation. Upon recruitment, the successful candidate will occupy a specific job function as Administrative Assistant.

Under this job function the successful candidate will serve as technical and support staff to ensure the implementation of overall administrative rules related to the management of human resources and infrastructure, provide for equipment and services as well as management of procurement. The person will work under the supervision and responsibility of the Head of Administration.

We offer a competitive position in an international environment. Place of employment is London, in the premises of the Delegation of the EU to the United Kingdom. Employment condition is on full time basis, with 37.5 weekly working hours in a dynamic and multi-cultural environment. The Group in the salary scale for the position of Administrative Assistant is Group 2 with starting gross annual salary of GBP 50,748 subject to proof of five years’ relevant work experience.

Tasks will include, but are not limited to the following:

Administration Management

• Assist the Head of Administration in effective planning and coordination of the activities of the Section
• Assist in tendering procedures and preparation of contracts related to HR matters
• Perform other support tasks as requested by the Head of Administration

Human Resource Management

• Assist in monitoring the Delegation’s human resources needs
• Ensure that correct procedures are carried out for all HR-related matters
• Assist in the recruitment procedures of new staff
• Assist in end-of-contract procedures for departing staff
• Monitor changes in local labour law
• Assist in protocol matters for international staff and communication with FCDO Protocol Division
• Process monthly payroll
• Monitor and co-ordinate staff periodical medicals
• Assist in processing staff medical-related reimbursements
• Co-ordinate training requests and assist in elaboration and implementation of annual training plan

Management Of Administrative Expenditure

• Assist in the management of the annual administrative budget, including preparation adjustments and monitoring of its execution; including financial commitments and payments
• Verification of the execution of the authorised budget
• Ensure compliance with the Financial Regulations, local laws and internal regulations

Selection Criteria
Minimum Requirements

• Medically fit to perform the required duties
• Valid work permit for the United Kingdom
• Advanced level knowledge of English (C2 level)
• Secondary school leaving certificates & minimum five years’ working experience related to the job description
• High command of IT applications

The Following Will Be Considered Advantageous

• Post-secondary school certificate in Administration, Human Resources, Business Management, Marketing, Economics
• Work experience in international organisations and/or diplomatic missions
• Knowledge of French or other EU languages

Required Skills

• Personal initiative, flexibility, organisation skills and able to perform duties independently with speed and accuracy
• Very good team player, able to adapt in a multi-cultural environment
• High degree of integrity and discretion

How To Apply
Please send your application and supporting documents to: [e-mail]

The application should include a supporting letter, a detailed CV (using the attached application form) and clearly indicate the name of the position and the vacancy number. Copies of academic certificates and testimonials will be requested at a later stage.

The procedure
After the deadline for applications, the applications will be reviewed by a Selection Committee set up for this purpose. The Selection Committee will prepare a shortlist of candidates who are considered to be the most suitable for the post on the basis of a preliminary assessment of the information provided in their application letter and the supporting documents. The shortlisted candidates will be invited to an interview.

The Delegation will not supply further information or discuss the selection procedure by telephone or e-mail.

The candidates who have not been shortlisted will be notified. The EU 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. We aim at a service that is truly representative of society, where each staff member feels respected, is able to give their best and can develop their full potential.

APPLICATION FORM.pdf

The deadline for applications is: 30 March 2025