Delegation of the European Union to the Dominican Republic

Puesto Vacante - Administrative Assistant

01/07/2020 - 17:32
Local agents

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.

We offer

We offer a post of Administrative Assistant within the Administration Section of the Delegation. 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 administrative assistant to provide general administrative and logistical support and will contribute to the management of local staff, under the supervision and responsibility of the Head of the Administration Section. 

Main Task:

  • Assistance with the local staff management (e.g. payment of salaries, reimbursement of medical expenses, updating of CSISLA beneficiaries, requests for prior authorizations, assisting in the recruitment and departure processes, end of contract payments, salary reviews, promotion exercise, contract addendum, etc. )
  • Assistance with the management of temporary staff as well as paid and unpaid trainees
  • Registration of payments in ABAC, mainly concerning to local staff
  • Regular management and monitoring of the administrative budget, send requests and returns of credits to Headquarters
  • Preparation of commitments and de-commitments in ABAC
  • Assistance with the preparation of budgetary reports
  • Act as Imprest Account Holder during the Head of Administration absences
  • Support with the monitoring of HB accounts, send matching requests
  • Management of the petty cash in DOP
  • Running of databases "e-Del-HRM", "HR Delegation", “Suirplus” (Local Social Security), etc.
  • Assistance with direct billing authorizations for medical expenses of staff
  • Assist with the preparation of administrative reports requested by Headquarters in Brussels
  • Monitoring of contribution to EIB office expenses
  • Contribute to the recording/validation of missions of the Delegation staff in MIPS
  • Collaborate with the organization of events, meetings, trips and other logistical tasks
  • Other administrative tasks as requested by HoA and/or HoD

 

Working hours: 37.5 hours/week Monday-Friday

Place of employment: EU Delegation, Av César Nicolás Penson 85-A, Sector Gazcue, Santo Domingo, Dominican Republic

Category: local agent (group 2 in the EU system) – Administrative Assistant

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

Selection Criteria

Minimum Requirements:

  1. Enjoys civil rights and permits for employment under local law; i.e. DR citizen or DR permanent resident;
  2. Medically fit to perform the required duties;
  3. Completed secondary education;
  4. At least 5 years of professional experience in the field of administration matters relevant to perform the tasks referred to in the job description;
  5. Excellent knowledge of Spanish and English;
  6. Has excellent knowledge of computer tools, spreadsheets and MS Office applications and Internet use.

The following will be considered an asset:

  1. A Bachelor's or Master Degree education in the area of ​​Administration (preferably with a concentration in the field of human resources) is desirable and will be considered as an asset.
  2. Professional experience with an Embassy or with an International Organization will be very advantageous.

How to apply

Please send your application and supporting documents to delegation-dominican-rep-hoa@eeas.europa.eu. The package should include a cover letter, a detailed CV. Please complete the standard European CV using the template in the following link: https://europass.cedefop.europa.eu/documents/curriculum-vitae.

 Please consult the full job description for additional information.

The Delegation will not supply additional information or discuss the selection procedure by telephone: please address any queries concerning this procedure to delegation-dominican-rep-hoa@eeas.europa.eu.

 

The procedure

After the deadline for applications, the applications will be reviewed by a Selection Committee set up for this purpose. The Selection Committee will prepare a short-list of candidates who are considered to be the most suitable for the post on the basis of a preliminary assessment of the information provided in their application letter and the supporting documents. The short-listed candidates will be invited to an assessment phase which may include a written test as well as an interview to assess the suitability of the candidates for the post.

The candidates who have not been short-listed will not be contacted individually; however, the Delegation will use the same means of publication as for this Vacancy Notice to inform the remaining candidates once the recruitment procedure has been completed and that a candidate has (or has not) been recruited. 

The deadline for applications is: 24 July 2020 at 13:00

 

PDF icondescripcion_de_puesto_-_asistente_administrativo.pdf

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