Administrative Assistant

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 Switzerland (Bern) 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 Swiss government in areas that are part of the EU’s remit.

The post of Administrative Assistant(LA-2 post no 294174) in the Delegation’s Administration Section.The Common Administration Section in Geneva will support the Administrative Assistant both remotely and with missionsto Bern. The position occasionally requires work outside of standard office 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 the Administration located in Geneva, providing support, expertise and assistance in areas such as human resources, infrastructure, procurement, budget, assets management, protocol and security.

We offer a workplace of a multinational team of local and expatriate staff members where proactivity and an open mind are expected. Work-life balance is assured in the frame of a flexible working time scheme, which also takes into account an occasional peak in the workload (e.g.reporting deadlines,recruitment, etc.). Place of employment is Christoffelgasse 6, CH-3011, in Bern, at the premises of the EU Delegation to Switzerland.

• 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;

• 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;

• 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;

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