Delegation of the European Union to India and Bhutan

Office Assistant for the EIB Regional Representation for South Asia, (New Delhi) (Full-time position)

30/01/2018 - 08:04
Local agents

The European Investment Bank (EIB) is the European Union’s financial institution. The EIB’s Regional Representation for South Asia is located in New Delhi. We are seeking to appoint an Office Assistant to run the administration of the office under the supervision of the Head of Office, and provide secretarial support to other professionals in the office by ensuring the efficient organisation of the Representation, the timely completion of tasks and the achievement of objectives. The Office Assistant will report to the Head of Office.

Main functions and responsibilities will be:

ACCOUNTABILITIES

  • Provide office support and secretarial/administrative assistance in order to contribute to the effective day-to-day running of the Office; the support provided may include tasks related to residential and other local administration topics;
  • Execute administrative tasks, notably financial administration of the office: handling and follow-up of book-keeping, logistics and monthly reporting to the Head of Office; maintaining and managing the petty-cash ledger; handling payments and supervising local bank accounts as well as payments to suppliers; monitoring of VAT records with the Ministry concerned; administrative management of payments of supplier invoices; always liaising with relevant staff and ensuring timely input, validation and reporting to the Head of Office;
  • Act as an interface with the Ministry of Foreign Affairs to all diplomatic and protocol procedures, and other relevant ministries;
  • Prepare standard texts (e.g. letters to authorities, answers to clients, compilation of information letters); edit and/or finalize, distribute and file minutes, reports, notes, letters and other documents, as required;
  • Coordinate and interface with the various departments concerned at Headquarters for telephone equipment, computers, video conferencing system, IT access rights, etc., as well as interface with local and regional EU Delegations on administrative matters;
  • Interface with various suppliers and administrative management of contracts, procurement management and office supplies inventory, as well as purchase of office, kitchen and other facilities supplies;
  • Assist in the organizing of EIB related events;
  • Organise and follow up diaries and organisation of internal and external meetings as well as management of incoming telephone calls and correspondence;
  • Responsible for the travel arrangements, TA and expense reports of expatriates as well as the local team, if relevant;
  • Secretarial tasks (document archiving, etc..) for the team;
  • Perform other duties as may be assigned.

QUALIFICATIONS

  • Secondary level education, completed with a 2-year secretarial / administrative training certification, or secondary level education with equally qualified experience in the relevant field
  • At least 5 years of relevant professional experience preferably in a financial/banking operational environment.
  • Familiarity with basic accounting principles (i.e. for petty cash ledger and monthly office cost reporting).
  • Excellent knowledge of standard computer tools and adaptability to new ones.
  • Excellent written and spoken English. French or any other European language knowledge would be an advantage.

COMPETENCES

  • Achievement Drive: Continually keeps an eye on performance, focusing on improving it, showing drive and determination to meet short and long-term goals.
  • Change Orientation: Adapts to differences and changes in the environment; takes a flexible approach to reach outcomes.
  • Collaboration: Works cooperatively as part of a team; works collaboratively with peers across organisational boundaries based on a genuine interest in and an accurate understanding of others and their individual perspectives and concerns.
  • Organisational Commitment: Is willing to commit to an organisation whose mission is to support Europe and is open to diversity, and to align her/his own behaviour with the organisation’s needs and intrinsic values, acting  with integrity in ways that promote the organisation’s mission, policies and rules.

The position is open for any person having permanent residence and citizenship of the Republic of India.

Interested candidates are invited to submit their application and cover letter in English to delegation-india-jobbox@eeas.europa.eu

The deadline for the applications is Friday 9 February 17.00. Applications received after this, will not be considered.

We believe that Diversity is good for our people and our business. We promote and value diversity and inclusion among our staff and candidates; irrespective of their gender, age, nationality, race, culture, education and experience, religious beliefs, sexual orientation or disability

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