The European Union Delegation to the State of Israel is looking for

Administrative Assistant (m/f)

Job in the Administration Section.

We are

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 organizations. 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 State of Israel in Tel Aviv works in close coordination with the Embassies and Consulates of the 27 EU Member States. We are a fully-fledged diplomatic mission and represent the European Union in dealings with the Israeli government in areas that are part of the EU’s remit.

We offer

A one-year contract extendable for the post of Administrative Assistant (Local Agent Group 2) in the Delegation’s Administration Section. The team consists of six people.

 
Under this post, the recruited person will be attributed functions depending on the needs of the Delegation. Under this job function, the successful candidate will serve as Assistant staff to the Head of Administration in the fulfilment of his/her tasks as regards the management of the Delegation in accordance with existing rules and regulations. Under the direct supervision of the Head of Administration, he/she will be responsible to assist Head of Administration in the administrative and financial management of the Delegation in accordance with existing rules and regulations; act as Initiating Agent; replace Imprest Account Holder when absent, act as Verifying Agent. "The specific post and related duties of the employee shall be decided and may be adapted by the employer according to the needs of the European Union."

Following main tasks and duties are currently required: 

• Assistance to Head of Administration in his/her functions, especially as Imprest Account Holder, Act as Imprest Account Holder when absent - Charter of IA signed - and Verifying Agent
• Apply the Financial Regulation and other instructions from Headquarters and other legal and regulatory requirements
• Verification and settlement of mission expenditure including validation in MIPS including monitoring of relevant budget line in cooperation with the HoA
• Handling of shared expenses for the residence of the HoD on monthly basis including monitoring of the relevant budget line
• Contribute to the budget forecasts and revisions of the Administrative Budget and monitor budget lines relevant to salaries, residence, office and accommodation of officials, training.
• Management of personnel files for the local agents (including registration of sick leave and other absences in e-tim)
• Apply procedures for local agents relevant to salaries, social contributions
• contribute to the publication and selection processes of trainees including management of related payments
• Contribute to the recruitment process of local agents’ posts: publication, selection and recruitment including creation of personnel file in e-del-HRM, HR-Delegation and contact with the local agents division in HQ.
• Contribute to the selection and recruitment of temporary workers
• Liaise with external medical providers and organize the periodical medical checks for local staff;
• Assist in management of administrative procurement and respective contracts/services related to Logistic and Infrastructure, preparation of specific order forms under framework contracts:
• Any other administrative duty as assigned by the Head of Administration or the Head of Delegation

Any other administrative duty as assigned by the Head of Administration or the Head of Delegation

The base salary will depend on relevant and verified employment experience, typically starting from ILS 14544.  There is a competitive benefits package, subject to certain conditions, including personal leave days and public holidays, health insurances and a retirement savings plan. 

The expected start date will be 1 June 2025. 

Minimum requirements / eligibility criteria (necessary for the application to be considered)

• Completed second level education;
• Minimum of 3 years of experience;

• Fluent in Hebrew and English (speaking, reading, writing)

• An Israeli citizenship or a valid work permit for Israel

• Proactive, team player, ready to assist others, organizational skills flexibility in response to internal and external changes.

Assets / selection criteria (basis for awarding points to select the best applicant)  

• University degree
• Experience in international organizations, diplomatic entities
• Knowledge of other European language, an advantage
• High level of discretion, sense of responsibility, detail-oriented, good time management and interpersonal skills
• Accounting software programs, SAP, excellent excel skills
• Work independently and/or as a team member in a multicultural environment

• Advanced skills in Microsoft Office suite
  
   

   

How to apply

Please send your application and supporting documents to eeasjobs-005@eeas.europa.eu

The package should include a motivation letter, a detailed CV using the mandatory "europass" template (https://europass.cedefop.europa.eu/) in pdf format. Incomplete applications will not be taken into consideration.

The preselected candidate will be interviewed and might be requested to pass 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 DELEGATION-ISRAEL-HR@eeas.europa.eu.

If selected, the candidate will be required all supporting documents proving Israeli nationality/or permit of employment under local law, diplomas and professional experience declared in the CV.

The process

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 the most suitable for the post based on 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 will consist of an interview and a written test.

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 Delegation implements an equal opportunities policy and will implement the necessary measures to avoid any kind of discrimination during the recruitment process. As such, all applicants with special needs (e.g. people with reduced mobility...) are invited to mention them.

Any personal data covered by the application, selection and recruitment process are processed in accordance with Regulation (EC) No 45/2001 of the European Parliament and of the Council of 18 December 2000 on the protection of individuals with regard to the processing of personal data by the Community institutions and bodies and on the free movement of such data. Data shall be processed by the entity responsible for the processing of the data solely for the purposes of the selection and be destroyed when recruitment is done. This does not affect their possible transmission to bodies responsible for a monitoring or inspection mission in accordance with EU law.

The deadline for applications is 30 April 2025 at 17:00 (Tel Aviv time)