ADMINISTRATIVE ASSISTANT - LOCAL AGENT GROUP II
We offer
The post of Administrative Assistant (Group II) in the Delegation’s Administration Section, under a fixed-term employment contract of 2 years, with a possibility of renewal under reserve of budgetary availabilities and operational considerations. The team consists of 13 people and there are occasional atypical working hours.
Under this post, the recruited person will be attributed functions depending on the needs of the Delegation, and on the changes of these needs. The successful candidate will serve under the supervision and responsibility of the Head of Administration and is responsible for performing a full range of non-routine administrative duties in support of one or several functional areas (human resources, protocol, infrastructure, budget and finance). The jobholder provides advice to Delegation staff at all levels, the Head of Section and other stakeholders.
Following main tasks and duties are currently required:
Human Resources:
- Assist in recruitment and selection procedures for local staff, interim workers and trainees: coordination of recruitment process, publication of the vacancy notice, candidate pre-selection, interview planning, etc.
- Coordinate time management for local staff and ensure that staff record working time appropriately and in accordance with the different regimes (flexitime, shift, overtime, etc.)
- Prepare the monthly payroll for local staff, including overtime, salary arrears and other exceptional items
- Manage local staff in the relevant HR Information Systems
- Coordinate periodical medical checks for local staff, in collaboration with the Delegation’s reference medical centre
- Support the delivery of learning and development activities (physical trainings, e-learning, etc.)
- Organise the drivers’ planning (shift management)
- Perform ad-hoc verification of conformity with local labour law, in collaboration with the Delegation’s local lawyers
Protocol:
- Assist with the administrative and protocol matters related to the Delegation, arrival and departure of new diplomats (Note Verbale, FA608, facilitating one-way entry, notification of arrival, exemption status, notification of departure, annual reporting, etc)
Infrastructure (building, logistics):
- Assist in the preparation of building file and administrative reports to HQ
- Assist in the organisation of high-level missions and events
- Focal point for the landlord of the Residence and Delegation premises
Budget and Finance:
- Support to the Imprest Account Holder or Verifying Agent: verify payments, mission orders and claims in the Delegation’s financial management system
- Draft notes on Financial Management (financial workflows, cash management, banking processes, etc.) and on Imprest Account functions (Sub-authorisations of signatures for sub-authorizing officers, etc.) for Fiji and sub-office in New Caledonia
- Coordination of full cycle procurement procedures for certain contracts; tendering, evaluations, contract awards and renewals, contract terms and conditions, procurement data and reports in line with EU procurement regulations
- Assist in the completion of the regular bank survey
- Focal point for communication with the Delegation’s banker
- Focal point for ex-post controls and for regular reporting (Internal Controls Framework, Authorising Officer by Sub-Delegation, Declaration of Assurance, etc.)
The base salary will depend on relevant and verified employment experience, typically starting from FJD 4902 monthly. 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 as soon as possible.
Minimum requirements / eligibility criteria (necessary for the application to be considered)
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Minimum of Diploma of Business Management / Administration / Accounting or equivalent
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Minimum of 3 years of relevant experience
The professional experience must be acquired after the date on which the qualification allowing access to the post was obtained.
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Working knowledge (C2) of English
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Right to residence and work in Fiji
- Medically fit to perform the required duties
- A clean police record and should be able to produce a clearance report when requested
Assets/selection criteria (basis for awarding points to select the best applicant)
- University Degree in Business Management / Administration / Accounting or equivalent
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Proven advance computer skills in MS office suite
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Proven excellent writing skills in English
- Experience in an international environment (Foreign mission / Embassy)
- Knowledge of other European language, in particular French
- Knowledge of EC and/or EEAS internal applications
Personal skills:
- Have a good sense of initiative, motivated, prioritisation and team work;
- Have good drafting and communication skills
- Be able to work autonomously and in a service-oriented fashion
- Be able to work and deliver under pressure and in a timely and flexible manner
- Be able to respect confidentiality of data
How to apply
The applicant must apply by sending
- a cover letter, signed
- a Curriculum Vitæ (to include, at the minimum, exact job titles, employers names and detailed tasks descriptions) using one of the Europass templates available at:
all documents to the following email address:
And mention in the email’ subject:
“Ref: 156836 – Administrative Assistant + NAME OF APPLICANT“
no later than 4PM (Fiji Time) 16/03/2026.
Caution: The applicant must verify that he/she fulfils all the conditions. For easy verification, the applicant must mark all the squares relating to each document or application condition. The absence of one of these conditions or documents is a reason for the rejection of the application
The process
After the deadline for applications, the eligible applications will be admitted to the Selection by the Committee set up for this purpose.
Depending on the number of applications received, successive phases of Selection may include shortlisting of candidates based assessment of the information provided in the cover letter, CV; practical testing and interviews. At least 3 best candidates will be invited to the final interview.
Only candidates admitted to each successive selection phase will be contacted individually. The Delegation will not supply additional information or discuss the selection procedure. During the selection process, please do not contact the members of the Selection Committee, but address your questions and comments to the Delegation’s Administration.
The successful candidate will be subject to a medical check and background check.
EQUAL OPPORTUNITIES:
The European Union is committed to an equal opportunities policy for all its employees and applicants for employment. As an employer, the EU is committed to promoting gender equality, preventing discrimination on any grounds and ensuring a zero tolerance approach to any form of harassment. It actively welcomes applications from all qualified candidates from diverse backgrounds. We aim at a service which is truly representative of society, where each staff member feels respected, is able to give their best and can develop their full potential.
If pre-selected, candidates with disabilities are invited to contact the Delegation (eeasjobs-166@eeas.europa.eu ) in order to accommodate any special needs and provide assistance to ensure equality of opportunities with other candidates.
If a candidate with a disability is selected and recruited, the EEAS is committed to appropriate measures in order to accommodate his or her special needs to the working place or working conditions in accordance with Art 4 of the Decision ADMIN(2025)13 of the Director-General for Resource Management of the European External Action Service on providing reasonable accommodation for local staff with disabilities working in Union Delegations.
DATA PROTECTION NOTICE:
PRACTICAL INFORMATION
The applicant must apply by sending
-
a cover letter, signed
-
a Curriculum Vitæ (to include, at the minimum, exact job titles, employers names and detailed tasks descriptions) using one of the Europass templates available at:
all documents to the following email address:
And mention in the email’ subject:
“Ref: 156836 – Administrative Assistant + NAME OF APPLICANT“
no later than 4PM (Fiji Time) 16/03/2026.
Caution: The applicant must verify that he/she fulfils all the conditions. For easy verification, the applicant must mark all the squares r relating to each document or application condition. The absence of one of these conditions or documents is a reason for the rejection of the application
The process
After the deadline for applications, the eligible applications will be admitted to the Selection by the Committee set up for this purpose.
Depending on the number of applications received, successive phases of Selection may include shortlisting of candidates based assessment of the information provided in the cover letter, CV; practical testing and interviews. At least 3 best candidates will be invited to the final interview.
Only candidates admitted to each successive selection phase will be contacted individually. The Delegation will not supply additional information or discuss the selection procedure. During the selection process, please do not contact the members of the Selection Committee, but address your questions and comments to the Delegation’s Administration.
The successful candidate will be subject to a medical check and background check.