Tasks will include, but are not limited to the following: 

Administration management:

• Assist the Head of Administration in effective planning and coordination of the activities of the Section;
• Provide general administrative support  (such as drafting correspondence and working documents, ensure correct time management, vacation planning within the Delegation);
• Contribute to documents and files process management;
• Perform other support tasks as requested by the Head of Administration;

Human resource management:

• Management of personnel files for the local agents (including registration of sick leave and other absences in e-tim)
• Assist in the recruitment process of local agents: publication, selection and recruitment including creation of personnel file in e-del-HRM, HR-Delegation;
• Ensure that correct procedures are carried out for all HR-related matters;
• Assist in end-of-contract procedures for departing local staff;
• Monitor changes in local labour law;
• Process monthly payroll with the assistance of the HQ;
• Liaise with external medical providers and organize the periodical medical checks for local staff;
• Co-ordinate training requests and assist in elaboration and implementation of annual training plan;
• Management of HR files of trainees including execution of related payments
• Contribute to the selection and recruitment of temporary/interim workers;

Budget, finance and contract management:

• Ensure compliance with the Financial Regulations, local laws and internal regulations;

• Assist in the management of the annual administrative budget, preparation adjustments and monitoring of its execution; including financial commitments and payments

• Provide assistance for the launch and follow-up of procurement procedure until the award of the contract;

• Assist in management of contracts, preparation of specific order forms under framework contracts;

• Verification and settlement of mission expenditure including validation in MIPS;

• Participate in the preparation of the annual budget revision;

• Encode and verify in ABAC/SUMMA/P2P workflow all information required for payments (invoice/legal entity/bank account);

• Act as initiating agent in ABAC/SUMMA/P2P workflow for all financial transactions throughout the entire process, from the receipt of the invoice till the archiving of documents;

• Initiate and supervise logistic activities concerning the office, the Head of Delegation's residence, security, staff accommodation, office supplies and similar services;

• Management of annual rotation exercise of expats staff;

• Coordinate and execute annual assets management exercise (inventory);

• Management of the Delegation’s fleet (one vehicle);

• Assist in managing the IMMOGEST database of Delegation properties;

Infrastructure/Logistic

Protocol

• Assist in protocol matters for international staff and communication with the State’s protocol authorities to deal with administrative issues (visas, immunities, value-added tax, legitimation cards);

We offer an initial fixed-term employment contract of two years, with a possibility of renewal under reserve of budgetary availabilities and operational considerations.  The probationary period is 3 months. Employment condition is on full time basis, with 37.5 hours per week, from Monday to Friday.

The base salary will depend on relevant and verified employment experience, typically starting from 7,524 CHF (LA II).  There is a competitive benefits package, subject to certain conditions, including personal leave days and public holidays and a retirement savings plan. Health insurance includes insurance against accident (LAA) and partial refund of LAMAL.

The expected start date will be 01/01/2026. 

Minimum requirements/eligibility criteria

• Medically fit to perform the required duties;
• Enjoys civil rights and permits for employment under local law;
• Completed secondary school;
• Advanced level knowledge of German and French (C1 level or equivalent);
• Excellent computer skills (Microsoft Office suite);
• Minimum of 3 years of relevant professional work experience after obtaining diploma;
• Proactive, team player, ready to assist others, organizational skills flexibility in response to internal and external changes.

Assets / selection criteria  

• Higher Education/Advanced Diploma or University degree in a domain relevant to the position;
• Work experience in international organizations and/or diplomatic missions;
• Additional professional working experience in accounting, procurement and human resources;
• Good knowledge of English (B2 level or equivalent);

How to apply

Please submit your application to eeasjobs-126@eeas.europa.eu no later than 31/07/2025 at 24h00 local time.  Applications can be submitted in English or French. Indicate in the subject of the email “Vacancy JP/08796”. 

Your application must include:

• A cover letter;

• A CV using the Europass format(https://europass.europa.eu/en/create-europass-cv);

• For non-Swiss nationals: a copy of your work permit/legitimation card.

Only complete applications received by the deadline will be considered. The successful candidate will be subject to a medical and background check.

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 on assessment of the information provided in the cover letter, CV, practical testing and interviews. Best candidates will be invited to the final interview.

Only candidates admitted to each successive selection phase will be contacted individually. The Delegation will use the same means of publication as for this job advertisement to inform the remaining candidates once the recruitment procedure has been completed and that a candidate has (or has not) been recruited.

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.

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 and to preventing discrimination on any grounds. 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.