Administrative Assistant - Local Agent Group II

EUBAM Libya; Wellington; On-site; NZD 66,000 - 79,000; Full time

Benefits offered by this job

Competitive benefits package

Personal leave days

Public holidays

KiwiSaver employer contribution

Job summary

The EU Delegation to New Zealand, based in Wellington, seeks an Administrative Assistant (Local Agent Group 2) to support finance, procurement, HR and administration. The role covers budgeting, contracts, staff administration and event logistics in a dynamic, multicultural EU environment.

Requirements include a university degree or equivalent, 2+ years' relevant experience or 5+ years with upper secondary, and excellent English. 37.5 hours weekly with competitive benefits and NZ tax compliance.

Qualifications

• New Zealand citizenship or valid residency visa for permanent full-time work.
• Education: university/bachelor’s degree or equivalent or upper secondary with long-term experience.
• Professional experience: 2+ years post-qualification OR 5+ years post-secondary.
• Excellent English language skills (C1).
• Proficient computer skills with MS Office (Excel, Word, Outlook).

Responsibilities

• Finance and budget support with compliance to EU financial rules.
• Procurement, contracts, and purchases management.
• HR management including recruitment, payroll, leave, and staff administration.
• Infrastructure, logistics, and organizational support for meetings/events.
• Ensure compliance with EU rules and internal procedures.
• Provide back-up to Head of Administration and maintain continuity.

Skills

Organisational skills

Analytical thinking

English (C1)

Communication

Education

Bachelor's degree

Upper Secondary + 5 years experience

Tools

Excel

Word

Outlook

Job description

Administrative Assistant - Local Agent Group II

Ref: 246884 - 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 organisations. 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 New Zealand is the Union’s diplomatic mission located in Wellington. It was established in 2016 and is responsible for the conduct of official relations with New Zealand. The Delegation works closely with all the diplomatic missions of the EU Member States accredited to New Zealand.

We offer a full-time permanent position as Administrative Assistant (Local Agent Group 2) in the Administration Section of the Delegation.

We are looking for an energetic and highly motivated Administrative Assistant to join our multicultural office and team. The Administration Section consists of four people. Under this post, the recruited person will be attributed functions depending on the needs of the Delegation and on the changes of these needs and will contribute to the efficient administration of the Delegation in various fields, such as general administration, finance and accountancy, procurement, HR management, infrastructure, logistics and assets management. The administrative assistant replaces the Head of Administration during his/her absence.

As part of the Administration Section and under the supervision and responsibility of the Head of Administration, the successful candidate will will contribute to the smooth, efficient and compliant functioning of the Administration Section and the EU Delegation Office.

The Administrative assistant role will cover a broad range of responsibilities, undertaking tasks and duties which will comprise the following:

• Finance & Budget: Support the management and monitoring of the Delegation’s administrative budget, financial transactions, payments and Imprest Account, ensuring compliance with EU financial rules.
• Procurement & Contracts: Manage and follow up procurement procedures, contracts and purchases for the Delegation and Residence, from tendering through to implementation.
• Human Resources: Support recruitment, payroll, leave, staff administration and social security matters, as well as the arrival and departure of staff and management of accommodation files.
• Infrastructure & Logistics: Contribute to the effective management of the Delegation’s office, Residence, assets and logistical needs, including support with the organisation of official meetings and events when required.
• Compliance & Procedures: Help ensure compliance with EU rules and procedures, follow up controls and corrective actions, and contribute to improving internal administrative processes and guidelines.
• Business Continuity: Provide back-up to the Head of Administration and take on delegated responsibilities when required, contributing to the continuity and resilience of the Administration Section.
• Other Administrative tasks in line with the needs of the Delegation.

The position offers a varied and hands-on role, with the opportunity to work across finance, procurement, HR, logistics and administration in a dynamic and multicultural EU environment.

We Are Looking For Someone Who Is

• Organised, proactive and reliable, with a strong sense of responsibility and initiative.
• Analytical and detail-oriented, with good numerical and accounting skills and the ability to handle complex information accurately.
• Able to prioritise and manage multiple deadlines, while maintaining a high standard of quality.
• A clear and effective communicator, able to present information in a concise and logical way.
• Collaborative yet self-sufficient, comfortable working independently as well as within a multicultural team.
• Flexible and solution-oriented, able to adapt to changing priorities and respond effectively to operational needs.

The place of employment is Wellington, New Zealand. This is a local agent post, classified in the function group 2. The gross base salary will depend on relevant and verified employment experience, typically starting from NZD 6,486.00 per month (plus 6% employer KiwiSaver contribution). Local agents are responsible to pay their own taxes directly to the Inland Revenue Department (IRD) locally.

The working hours are 37h30 per week or 7.5h/day, from Monday to Friday. There can be occasional atypical working hours. There is a competitive benefits package, subject to certain conditions, including personal leave days and public holidays.

The successful candidate will be offered an open-term contract with a preferable start date in late November/early December 2026.

Applicants should have New Zealand nationality or residency allowing for full-time permanent work in New Zealand and must currently reside in the country. Candidates who do not meet this criterion or the minimum requirements indicated below will be excluded from the selection process.

Minimum requirements / eligibility criteria

• The candidate must be a New Zealand citizen, or holder of a valid residency visa authorizing to reside and work full time permanently in New Zealand, and must currently reside in New Zealand.
• Education: Minimum of University/bachelor’s degree or equivalent, attested by a diploma, followed by 2 years professional experience in accountancy, administration, procurement, HR or other relevant field OR Upper Secondary Education or equivalent, attested by a diploma, followed by 5 years professional experience in accountancy, administration, procurement, HR or other relevant field.
• Professional experience: Minimum of 2 years proven working experience in the field of accountancy, administration, procurement, HR or other relevant, after completion of bachelor’s degree or equivalent OR 5 years proven working experience in the field of accountancy, administration, procurement, HR or other relevant, after completion of upper secondary education or equivalent.
• Language skills: Excellent knowledge (C1) of English (Common European Framework of Reference of Languages).
• Computer Literacy: Very good knowledge of commonly used MS Office tools, particularly Excel, Word and Outlook, and ability to use other office software and applications.

Assets/selection criteria

• Knowledge and experience with accounting and accounting matters in New Zealand.
• Knowledge and experience of local legislation in regards social security, insurances and tax.
• Work experience in a multi-national environment or a foreign/diplomatic entity (embassy, foreign company, international organization).
• Knowledge of Māori language.
• Post-graduate studies or equivalent in a relevant field
• Knowledge of EC and/or EEAS internal software or applications, such as Ares, Sysper2, SUMMA, P2P, HR HUB etc.

The process

After the deadline for applications, the eligible applications will be reviewed by 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 on assessment of the information provided in the cover letter, CV, practical testing and interviews.

The Selection Committee will prepare a shortlist of candidates who are considered to be the most suitable for the position, on the basis of the information provided in their application and supporting documents. The short-listed candidates will be invited to a formal interview and a written test, if necessary – during this phase, the Selection Committee will assess the suitability of the candidates for the post.

Only candidates admitted to the next phases of the selection process 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 via the functional mailbox to which the initial application was sent.

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

The successful candidate will be offered an open term contract starting in late November/early December 2026, following a probationary period of 3 months (90 days). The successful candidate will be required, as a condition of the offer of employment, to provide all supporting documents in regards of diplomas and professional experience declared in the application form, will be subject to a pre-employment medical examination and provide a medical fitness certificate confirming their fitness to carry out the assigned duties, and a clean criminal record.

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.

Data Protection Notice

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