Delegation der Europäischen Union für die Schweiz und das Fürstentum Liechtenstein 

Wir suchen eine/n administrative/n Assistentin/en (LA-2)

14/08/2018 - 13:30
Local agents

Bewerbungsfrist: Freitag 31.8.2018

THE DELEGATION OF THE EUROPEAN UNION IN SWITZERLAND
AND TO THE PRINCIPALITY OF LIECHTENSTEIN

 Bundesgasse 18 – 3011 Bern

 

Is looking for an:       ADMINISTRATIVE ASSISTANT - EEAS LA-2 post no 294174

 

We are;

The European Union (EU) is an economic and political partnership between 28 European countries. It plays a major role on the international scene, whether through diplomacy, trade, development assistance or cooperation with international organizations. Abroad, it is represented by more than 140 diplomatic representations, also known as EU Delegations, which have a function similar to that of an Embassy. Since 2007, the European Union has been represented in Switzerland and to the Principality of Liechtenstein by an Ambassador and a Diplomatic Mission, in Bern. This presence on the ground allows the EU to maintain and deepen its relations with these two countries, through direct contact with public administrations, cantons, political and economic actors and civil society. The EU Delegation accompanies and supports the implementation of the Treaties between the EU and the two host countries as well as the ongoing negotiations. It also serves as an interlocutor for the media and public opinion. In its mission, the EU Delegation works in close coordination with the Embassies of the Members states.

 

We propose;

An Administrative Assistant position in Bern. The person recruited will be assigned duties based on the needs of the Delegation. When recruiting, the successful candidate will have a specific job as an Administrative Assistant. The staff member will perform administrative tasks entrusted to him/her under the supervision and responsibility of the Head of Administration.

 

JOB CONTENT

Under the authority of the Head of Administration, who is based in Geneva, the agent will perform the following duties:

  • Provide general administrative support  (such as drafting correspondence and working documents, keeping diaries up-to-date, organising events and meetings, ensure correct time management, vacation planning within the Delegation, etc.);
  • Participate in the preparation of the budget revision and implementation of office budgets estimates and servicing costs;
  • Ensure the execution of financial transactions in compliance with the financial regulations;
  • Encode and verify in ABAC workflow all information required for payments (invoice/legal entity/bank account…)
  • Act as initiating agent/verifying agent in ABAC workflow for the whole spectrum of financial transactions and all stages in the financial workflow from the receipt of the invoice till the archiving of documents
  • Organise and perform periodic control procedures;
  • Co-Supervision with the Head of Administration of the Delegation's bank account and the execution of payments in collaboration with the Headquarters;
  • Contribute to documents and files process management;
  • Assist in surveying markets and identifying potential service and supply providers;
  • Provide assistance for the launch and selection procedures for procurement;
  • Register contracts in the EU database
  • Initiate and supervise logistic activities concerning the office, the Ambassador's residence, security, transport, accommodation, office supplies and similar services;
  • Coordinate and execute annual assets management exercise;
  • Assist in managing the Immogest database of Delegation properties
  • Help the Delegation’s staff to interpret and implement administrative procedures;
  • Assist in the recruitment of local agents and all other tasks relating to the                       human ressources management including trainees
  • Liaise with the State’s protocol authorities to deal with administrative issues (visas, immunities, value-added tax, etc.);

 

EDUCATION

  • Secondary education or equivalent
  • Higher education in a relevant field would be an asset (preferably public administration or accounting);

 

EXPERIENCE

  • Minimum three years of work experience in a similar position;
  • Previous experience in a diplomatic mission would be an asset.

 

KNOWLEDGE

  • Thorough knowledge of office management tasks;
  • High level of computer literacy (Word, Excel, Access, PowerPoint, Outlook, Internet).
  • Knowledge of accounting, public procurement procedures and human resources management would be an asset;

 

SKILLS

  • Excellent command of German, both written and spoken;
  • Excellent knowledge of English or French (both would be an asset);
  • Working knowledge of an additional EU official language would be an asset;
  • Capacity to work in a multicultural team, showing good interpersonal skills;
  • Good communication skills with both internal and external contacts;
  • Sense of autonomy, organisation and initiative;
  • Ability to prioritise and carry out tasks flawlessly, even when working under pressure or within tight deadlines, and to respond quickly to new demands;
  • High degree of loyalty and responsibility in dealing with EU-related information.

 

How to submit your application :

The following documents must be attached to the application motivational letter and a detailed CV (preferably using standard CV in annex).



The other supporting documents corresponding to the requirement of the positon will be requested as part of a first selection.

 

Please send your application :

By email :        delegation-geneva-application@eeas.europa.eu

By mail :          Permanent Delegation of the European Union Geneva

                        64-66 rue du Grand-Pré  - PO Box 26 – 1211 Geneva 20

A selection committee will evaluate the files and select candidates for a first interview.

The Permanent Mission will not provide additional information and will not discuss the recruitment process.

Any questions regarding this recruitment procedure should be addressed in writing to the Delegation's functional mail box : delegation-geneva-application@eeas.europa.eu

 

Only candidates selected  for an interview will be contacted

 

DEADLINE SUBMITTING APPLICATIONS              Friday 31 August 2018