The Delegation of the European Union to Albania is looking for an interim

Administrative Assistant

We are

The European Union (EU) is an economic and political union of 27 European countries. It plays an important role in international affairs through diplomacy, trade, international cooperation and working with global organisations. Abroad, the EU is represented by more than 140 diplomatic representations, known also as EU delegations, which have similar functions to those of an embassy. 

The EU Delegation to Albania 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 EU in dealing with the government in areas that are part of the EU’s remit. The mission and tasks of the EU Delegation to Albania are the following:

• Facilitate development of political and economic relations between the EU and Albania;
• Support Albania in its path towards integration into the EU;
• Manage EU cooperation programmes;
• Disseminate information about the EU, inform the Albanian public, decision makers and opinion formers about the EU accession process, EU institutions and policies.

We offer

We offer the interim/temporary position of Administrative assistant in a stimulating, supportive and international environment. The post is part of the Administration section and the current team consists of 12 people. There are occasional atypical working hours. 

Under this post, the recruited person will be attributed functions depending on the needs of the Delegation. The successful candidate will serve under the supervision and responsibility of the Head of Administration. She/he will assist the Head of Administration mainly in procurement, logistics and housing of expatriate colleagues. 

Main functions include:

+ PROCUREMENT and CONTRACT MANAGEMENT

• Ensure conformity of procurement with the applicable Regulations, practical guides and instruction notes to guarantee legal, regular and sound financial management in Administration
• Prepare tender documents and contracts for procurement procedures carried out for the administration budget
• Negotiations with suppliers and contractors; follow up contracts implementation

+ INFORMATION and DOCUMENT MANAGEMENT - Document management (Staff level)

• Register, file, store documents on any support in the appropriate systems, under supervision of the document management officer (DMO)
• File financial, procurement and contract documents, correspondence and returned files and requests for clarification, according to filing rules

+ DG- or SERVICE-INTERNAL MANAGEMENT and COORDINATION - Internal coordination

• Ensure smooth coordination and exchange of information with other sections of the Delegation and with the concerned services at headquarters

+ AUDIT, CONTROL, INSPECTION - Monitoring and reporting – e TOOLS

• Contribute to answers to audit, ex-post control and inspection requests and verifications

+ INFRASTRUCTURE/LOGISTICS

• Management of the Delegation Infrastructure correspondences; including office premises, HoD Residence and housing of expatriate staff

The address of employment is ABA Business Centre, Rr. Papa Gjon Pali II, Tirana, Albania. The contract signed with the selected candidate will be subject to local legislation. It will be signed with a definite term and with a duration of 140 days up to a maximum of 390 days. The length of the working week is 37.5 hours, from Monday to Friday, 08:30-13:00 and 14:00-17:00. 

The gross salary assigned to this post will be ALL 189,910.00, subject to local deductions of social contributions, health contributions and income tax. 

Minimum requirements

• Medically fit to work
• High school diploma
• 3 years of relevant work experience as Project/Administrative Assistant;
• Working knowledge of English (B2) and Albanian languages
• Right to residence and work in Albania if the applicant is an expatriate

Assets / selection criteria 

• Relevant experience in Procurement
• Relevant experience in other diplomatic missions accredited in Albania

How to apply

Submit your application - consisting of a Motivation letter and Curriculum Vitae in English - by email to the functional mailbox Delegation-Albania-Jobs@eeas.europa.eu , no later than 28 April 2025. The subject of the e-mail should be ‘Administrative Assistant – ADMIN’. Only complete applications received by e-mail and within the deadline will be considered. Please do not attach certificates, diplomas, language attestations, etc. These type of documents are not needed at this stage.

The process

After the deadline for applications, the eligible applications will be admitted to the selection procedure by a committee set up for this purpose. The Selection Committee will prepare a shortlist of the most suitable candidates based on the information provided in their application. 

The shortlisted candidates will be then invited to an assessment phase, which may include a written test and an interview. In the event of a written test, only the best candidates in the written test will be interviewed. 

Only candidates admitted to each successive selection phase will be contacted individually. The Delegation will use the same means of publication as for this vacancy notice to inform the remaining candidates of the result of this recruitment procedure once the procedures is concluded. 

The Delegation will not give additional information or discuss the selection procedure by phone. Please address your questions and comments to the functional mailbox Delegation-Albania-Jobs@eeas.europa.eu.