Delegation of the European Union to the Council of Europe

Vacancy: Administrative Assistant

19/10/2018 - 01:59
Local agents

The European Union (EU) is an economic and political partnership between 28 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 Fiji promotes the local projection of an image of the European Union that correctly reflects facts, policies, statements and decisions taken by the EU.

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 technical and support staff to perform administrative tasks under the guidance of the Head of Administration and to provide general administrative support to the Section as follows:

  • Co-supervise the planning and the coordination of the Section with the Head of Administration (HoA);
  • Replace HoA/Imprest Account Holder in his absence and in the absence of the other Administrative Assistant (see below);
  • Co-supervise the training plan of the section and manage the training plan and activities of the whole Delegation with the Head of Administration and the Training Coordinator;
  • Assist in the preparation of the budget estimates for the Delegation's annual operating budget;
  • Assist in the follow-up of the updates of the EU Financial Regulation and their translation into the Delegation's administrative and financial workflows and procedures; Prepare and update the financial and administrative workflows and procedures;
  • Assist in the management of contracts and assets (using internal IT tools);
  • Assist in the management and drafting of the administrative notes, notes to management/headquarters and notes to the staff;
  • Write correspondences;
  • Manage the schedule of the drivers (on intranet);
  • Supervise administrative and financial workflow between Fiji and New Caledonia;
  • Carry out any other ad hoc duties assigned by the HoA;

As back-up (in the absence of the Head of Administration and/or the other Administrative Assistant in Fiji or in New Caledonia):


  • Verify mission claims (verifying agent);
  • Verify payments for Fiji & New Caledonia (verifying agent);
  • Ensure that correct procedures are carried out as regards local staff salaries, benefits, recruitments, holidays, leaves, etc;
  • Assist in the management of personnel matters (selection procedures, employment contracts, salaries, taxation, pension, medical claims, insurance, flexi-time accounting, leaves and other absences, etc);
  • Assist in the management of contracts and verify/sign purchase orders and order forms;
  • Assist in the management of logistic support: office equipment, vehicle fleet, repairs & maintenances, insurance, etc;
  • Manage internal/proprietary IT tools (HR, infrastructure, etc.).


The length of the working week will be 37.5 hrs per week (Mon-Thu: 8.30 a.m. – 5.30 p.m. & Fri: 8.30 a.m. – 12 noon). The post is a local agent group 2 level of the Specific Conditions of Employment for local agents in Fiji. It is a permanent contract, after the successful completion of a 3 month probationary period, with a minimum starting basic salary of FJD 33,592 per year (F$2,584 p.m. paid 13 times per annum).


We offer a competitive position in an international and multicultural environment. Benefits, such as additional transport allowance, pension scheme and medical insurance, are offered to employees and their families under certain conditions.


We are looking for a candidate with:


Must have a strong sense of initiative (self-starter), motivated, ability to work in a team and as a deputy team leader, respecting deadlines, ability to deal with stress situations, responsible, able to respect confidentiality of data, strong (and proven) writing skills (English) . In addition, the candidate must be confident, with the ability to respond to new demands, committed to quality, accuracy and speed and have a good vision and be able to sit for long periods as the position entails working on computers.





Diploma in Business Management/Administration or Accounting

University degree in Business Management/Administration or Accounting

Professional experience

3 years professional experience as an administration officer or equivalent, with proven experience in accounting and/or procurement, and strong drafting skills

Work experience in an international/multicultural environment (in Fiji or abroad)

Basic knowledge of public procurement and accounting

Work experience in a foreign mission or embassy

Thorough knowledge of public procurement

Knowledge of languages

English  – ability to understand C2*, ability to read C2*, ability to speak C2*, ability to write C2*

Proven excellent writing skills in English

Knowledge of French (read and write)

Knowledge of IT tools

Proven advance computer literacy in MS Word, Excel, & Outlook


* C2 = mother tongue (EU framework)

How to apply

Please send your application and supporting documents to The subject of the e-mail must indicate: "Application Administrative Assistant 75326 + NAME OF APPLICANT". E-mail with a different subject will not be considered. Applications sent by other means will not be considered either.

The email must include a cover letter, the completed EU standard CV in attachment

(other types of CV will not be considered), together with your academic qualification certificates and references of past experiences (letters of recommendations, employment certificates, copies of contracts, etc. – a list of names of referees is not considered as a reference of past experience).

Applications will be evaluated and shortlisted in accordance with the requirements above. Shortlisted candidates will be contacted for a written test.

The Delegation will not supply additional information or discuss the selection procedure by telephone: please address any queries concerning this procedure to

The deadline for applications is:       

5 p.m. Monday 5 November 2018. Late applications will not be considered.


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