Vacancy - Administrative Assistant  (Closing Date: 18/05/2014)



Post nr 54665 (e-Del-HRM) – Job nr 211392 (Sysper2)


Overall purpose:

To assist the Head of Administration in the administrative and financial management of the Delegation in accordance with existing rules and regulations, in particular as regards the management of local staff, infrastructure services, physical assets and office equipment. This job description can be reviewed in the light of the evolution in tasks.

Functions and duties:

BUDGET and FINANCE - Financial and accounting assistance

-          Initiating officer for administrative expenditures giving visa of Operational and Financial initiation.

-          Preparation of monthly VAT reports.

-          Assists in monitoring and reporting on budgetary consumption.

-          Assists in follow-up, adjustment and verification of the execution of the authorised budget.

-          Ensure compliance with the Financial Regulations and other legal and regulatory requirements.

-          Uses ABAC Workflow, ABAC Assets, Ares.


-          Assists in the administration of the physical assets (of the Delegation offices, residence & accommodations) and assists in keeping the Delegation’s inventory up to date.

-          Assists in the coordination the maintenance team and the cleaning Team.

-          Liaison with MFA (Protocol division). Contact with host country ministries and organisations as well as Embassies.

-          Drafting of Notes Verbales, internal notes, meeting minutes, reports, etc. Registration of incoming and outgoing documents in Ares & proper filing/archiving of documents.

-          Keeps stock of office stationary and consumables for office equipment including monthly reporting.

HUMAN RESOURCE MANAGEMENT - Assistance in staff management

-          Administer and follow-up of leave planners, work planners, files archives, etc.

-          Assists in creating and updating personal files for Delegation staff.

-          Assists in the coordination of the drivers and deals with the monthly reports concerning over-time, petrol consumption, car logbooks, etc.

-          Assists in procedures for arriving/departing diplomats and other colleagues, car registration, housing, customs, removal, etc.

-          Back-up function: ensures business continuity during absence colleagues in administration section.

Job requirements

University degree or higher education of a legal duration of 3 years in the following fields: Administration, Business administration, Public administration, Public finance, Accounting.


Minimum 3 years of relevant experience in the fields of activities listed above of which at least one year of experience in an international work environment.



Active command: very good

Drafting: very good

Oral and written expression and comprehension: very good


Active command: Excellent

Drafting: Excellent

Oral and written expression and comprehension: Excellent


Active command: very good

Drafting: very good

Oral and written expression and comprehension: very good


-          Office administration

-          Logistics

-          Document Management


-          Capacity to analyse and structure information

-          Numeracy

-          Capacity to communicate technical or specialised information

-          Eye for detail / Accuracy

-          Self-development

-          Flexibility (openness towards new demands, etc.)

-          Open mindedness

-          Confidentiality



This post is a local agent post. Applicants must be residents of the Republic of Moldova.

Type of contract

Long-term contract subject to successful probationary period.

Submission of applications

Applications should include only the attached standard CV msw12 - 25 KB [25 KB] duly completed and signed.

They should be delivered to the following address:

Delegation of the European Union to the Republic of Moldova

Head of Administration

Kogalniceanu str. 12 – Chisinau (MD-2001)

Or submitted by e-mail to

Deadline for submission

Sunday, 18 May 2014 by 18:00 local time.

Additional information

For additional information, please contact:

Mr. Noël HENDRICKX – 00373 22 50 52 10 during office hours.