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 Ukraine 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 Ukrainian government in areas that are part of the EU’s remit.

We offer

The post of an Administrative Assistant (Local Agent Group II) in the Delegation’s Administration Section. The team consists of 17 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 Section, providing support to the Delegation on administrative tasks and HR tasks in particular.

Following main tasks and duties are currently required:

• HR tasks related to all locally recruited staff (LA, interim, interns, ECHO staff) including communication with local authorities:

• submitting ex-ante information about new staff to local tax authorities;
• preparing HR part of the Quarterly Report to tax authorities;
• drafting recruitment and end of employment documents obligatory according to local legislation, ensuring its timely signature by both parties;
• keeping paper workbooks of staff and making respective employment records in them;
• keeping electronic records of employment in the Delegation’s e-cabinet on the web portal of the Pension Fund of Ukraine;
• keeping of personal military records of military obliged staff ;
• preparing and sending requests for exemption of military obliged staff from mobilisation; preparing respective documents and communication to military authorities when the agreement for the exemption is received;
• preparing income and/or employment confirmation certificates upon request

• Coordination of Internship in the Delegation (paid and unpaid):

Preparation of vacancies publications, recruitment of interns, budget forecast, planning of number of interns and internship duration, monitoring budget consumption, coordination of internship reports and drafting certificates; reporting to HQ

• Contributions to the Delegation Reports when needed (AMP, the LCA, the Post Report, etc.)
• Residence staff: preparing and following on contracts for domestic staff; coordinating reimbursement of domestic staff payment
• Fulfilling other HR tasks
• Fulfilling other tasks as designated by the Head of Administration

The Employment Contract will be signed until 31/12/2027. The base salary will depend on relevant and verified employment experience. 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 15 October 2024. 

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

• BA in the relevant field;
• Minimum of 3 years of relevant experience;
• Working knowledge  (C2) of English; Ukrainian – C1;
• Knowledge of IT tools: Excel (advanced) – Word – Access;
• Right to residence and work in Ukraine;
• Medical fitness to carry out the tasks assigned.

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

• MA in Management, Finance, Psychology
• Previous experience with an international organisation
• Previous HR experience
• Knowledge of EU financial procedures
• Good knowledge of Ukrainian labour legislation

How to apply

Please submit in English your application, consisting of a cover letter, Europass format CV https://europass.cedefop.europa.eu/ and a declaration on honor regarding the work rights and medical fitness (no template, free format) via the Email: eeasjobs-122@eeas.europa.eu (Reference: Administrative Assistant job) no later than 08/10/2024. Only complete applications received on time via eeasjobs-122@eeas.europa.eu will be considered.

The successful candidate will be subject to a medical 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 assessment of the information provided in the cover letter, CV; practical testing and interviews.

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 eeasjobs-122@eeas.europa.eu

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 and from the broadest possible geographical basis amongst the EU Member States. 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.