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Delegation of the European Union to Australia

The European Union Delegation to Australia is looking for: Administrative Assistant

We offer

We offer a post of Administrative Assistant. 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 – this job function may be changed in accordance with the needs of the Delegation. Under this job function the successful candidate will serve as support staff to the Administrative Section under the supervision and responsibility of the relevant head of section. 

This is a full time permanent position. It's a competitive position in an international environment with superannuation and medical insurance.

 

We are looking for

We are looking for a motivated person with at least 5 years' relevant experience in the field of accounting work and financial tasks under the guidance of the Head of Administration and to provide general administrative support to the Section as required

 

Detailed job description and job requirements can be found on the Delegation's website http://eeas.europa.eu/delegations/australia

Interested applicants can send their application and supporting documents (including a cover letter and detailed CV) to the attention of the Head of Administration at EU Delegation to Australia, 18 Arkana Street, 2600 ACT,

 

or by email to:

 

Delegation-Australia-HOA@eeas.europa.eu

 

Only shortlisted candidates will be contacted. The Delegation will not supply additional information or discuss the selection procedure by telephone: please address any queries concerning this procedure to Delegation-Australia-HOA@eeas.europa.eu

 

Applications close Tuesday 8 September 2017

 

 

 

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Further Job Description for Administrative Assistant in Adm. Section

Employer

EU Delegation

Canberra, Australia

Location

18 Arkana Street, 2600 Yarralumla, ACT

Duration of contract

indefinite

Possible extensions

n/a

 

Job description

Group

LA (Group 2)

e-Del-HRM and Sysper2 references

45497 / 156899

Position in the organisation chart

Administration Section

Reporting relations/responsibilities

reporting to the Head of Administration

Working hours

full time

Working environment/conditions

office work   

Job objective

To perform accounting work and financial tasks under the guidance of the Head of Administration and to provide general administrative support to the Section as required.

 

Tasks

 

  • Accrual Based Accounting program (ABAC): Assist with operational and financial initiation: reception and verification of incoming invoices, collecting relevant documentation, (contracts, purchase orders, order forms), entering invoices in ABAC and creating Payment Requests and Payment Orders.
  • ABAC Contracts: checking and uploading contracts in the system
  • Prepare payments for signature, checking their conformity with EU Financial Regulations and general financial procedures of the Delegation.
  • Encode budgetary commitments and de-commitments and assist with budgetary planning.
  • Budget management revisions.
  • Calculation of payroll for local staff.
  • Maintain payment filing system.
  • Assist with day-to-day management of petty cash.
  • Assist with preparation of Ex-Post control and auditing requests.
  • Assist with preparation of Annual Financial Report (e-DAS) and Internal Control Standards reporting as required.
  • Act as IMPREST Account Holder in the absence of HOA.
  • Act as Budget Officer in MIPS.
  • Entering of Legal Entity and Bank Account data in accounting system.
  • Back-up the accountant/administration assistant with ABAC LEF and BAF
  • Back-up HOA during long absences in regards issues related to insurances and staff entitlements.
  • Assist the Administration section with other administration related tasks.
  • For all EU specific tools, training will be offered to newly recruited staff.

 

Character references 

  • Attention to detail and accuracy and capacity to focus on priorities and to organize own workload (in order to respect deadlines).
  • Ability to respect deadlines, to multitask and to deal with heavy workloads.
  • Strong sense of initiative, responsibility and accountability and commitment to assure quality, speed and accuracy in performing duties;
  • Ability to work under pressure and to respond quickly to new demands arising from the needs of the Delegation.
  • Ability to work both independently as well as in a team and in multicultural environment.
  • Capacity to communicate clearly, present complex matters in a logical and concise manner.

 

Minimum physical requirements 

N/A

 

Job specifications

 

Required

Appreciated

Qualifications

  • Upper secondary education with specialization in accounting

 

 

Professional experience

  • At least 3 years of working experience in accounting and financial and budgetary matters
  • A degree in accounting would be considered an asset.

 

 

Knowledge of languages 

  • Fluency in English is essential.

 

Proficiency in other European languages.

Knowledge of IT tools

  • Very good knowledge of commonly used programs as Word, Excel, Outlook, etc and ability to use other software
  • For EU specific tools, training will be offered to newly recruited staff

 

 

 

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