European Union Office in Kosovo 
European Union Special Representative in Kosovo

Administrative Assistant

16/09/2018 - 10:51
Local agents

The EU Delegation to The Hashemite Kingdom of Jordan offers 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.

The European Union Delegation to The Hashemite Kingdom of Jordan is looking for:

Administrative Assistant

The European Union (EU) is an economic and political partnership among 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 The Hashemite Kingdom of Jordan offers 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 following tasks and responsibilities under the supervision and responsibility of the relevant head of section: 

Administrative Assistant for Operational, Admin Support and Resources- Administration section.

  • Encoding of internal documents (officials/CA’s & local agents payments) into ABAC as initiating agent.

  • Holds the supporting document of the Imprest account under responsibility HoA.

  • Checks their correspondence to the legal commitment goods, checks correspondence to services or works received.

  • Prepares local payments (cheques & E-Bank) for payments approved in ABAC, prepares Cash Receipt vouchers if requested, and prepares the supporting documents to enter into Imprest Account, execute payments.

  • Prepares & calculates wages sheets, payrolls and acknowledgment of receipt as well as the matching bank transfer orders and cash payments to be presented to the signature of HoA and HoD.

  • Keeps and properly files all the accountancy related documents able to give evidences for financial & budgetary control.

  • Prepares accounting vouchers and checks batches.

  • Checks on the accountancy program on PC for any discrepancy between written records and electronic data bases under the supervision of HoA.

  • Collaboration on budget forecasting & revision.

  • Budget commitment validation and creating of new commitments.

  • Responsible to assemble all relevant data necessary to draw up the budget request as well as all engagements & contracts liable to be entered in the budget proposal.

  • Initiating & follow up on specimen signature cards together with Brussels & local bank whenever needed.

  • Checks the correspondence between the amount paid and the contractual engagement taken (orders, leases, contracts etc.)

  • Sub-delegate of signatures

  • Private calls control & payments collector

  • Execute on HOD’s utilities/ domestic staff budget and entertainment expenses, under the supervision of the HoA

  • Organise ECHO payments under the supervision of the HoA

  • Back-up for Accountant and Assistant of the accounts

  • Backup for protocol.

  • Coordinate cleaning staff plan.

  • Responsible for management of drivers.

  • Backup for Procurement and contracts (Low and Middle Value)

     

Professional experience:

 

  • The candidate must have a minimum professional experience of 4 years, including 2 years in tasks directly related to the post job description

 

  • Experience in an international working environment would be an asset

 

  • University studies in areas relevant to the duties would be an advantage (e.g. business administration, etc)

 

  • 3 years' experience in accounting and cash handling Knowledge of computer applications  Access, Excel and Word etc

 

  • Excellent command of English and Arabic.

    

Competences

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    Prioritising and Organising:

    - Capacity to deliver in a structured way.

    - Organisational and coordination skills.

  • Working with Others:

    - Ability to work in a team.

    - Confidentiality.

     

    The working hours will be 37.5 hours per week from Sunday to Thursday. The place of employment is Amman and the post is group II.

    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.

    How to apply

     

    Interested candidates must send a motivation letter and their Curriculum Vitae to the attention of the Head of Administration by October 1st, 2018 at 16:00 pm by email: DELEGATION-JORDAN-VACANCY@eeas.europa.eu. The subject title should clearly indicate: "Applying for Administrative Assistant".

     

    Only the short-listed candidates will be contacted.

    Any form of canvassing, soliciting or influencing will be treated as a disqualification.