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 Republic of Syria 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 Syrian government in areas that are part of the EU’s remit.
We offer
The post of the Administrative Assistant (Local Agent Group 2) is in the Delegation’s Administration Section. The team consists of 6 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, providing support, expertise and assistance listed below.
The Following Main Tasks And Duties Are Currently Required
- Assist in effective planning and coordination of the administrative support activities of the Delegation, under the supervision of the Head of Administration
- Supervise, under the overall responsibility of the Head of Administration, the work of the administrative staff of the Delegation
- Prepare budget estimates for the Delegation's annual operating budget
- Follow-up, adjustment and verification of the execution of the administrative budget
- Report on a monthly basis to the Head of Delegation/ Head of Administration/ Headquarters Budget Division on the Delegation's imprest accounts
- Ensure compliance with the Financial Regulation and other legal and regulatory requirements
- Process medical claims and payroll for local staff
- Ensure that correct procedures are carried out as regards pay, benefits, staff reports, promotions etc. for local staff
- Assist in managing the physical assets of the Delegation (offices, residence, accommodations, motor vehicles, furniture, office and housing equipment, IT equipment etc.)
- Assist in managing procurement procedures.
- Ensure that incoming mail and emails are correctly assigned and followed up, and that deadlines are met.
- Take, transcribe and prepare notes, minutes, routine correspondence, presentations and/or other texts;
- Contribute to administrative quality checks on files to be signed.
- Verification of the legality and eligibility of invoices, payment and reimbursements requests.
- Assistance with the initialisation of payments and commitments
- Act as imprest account holder during the absence of the Head of Administration
- Liaise and follow-up with service providers.
- Ensure the timely supply of goods and services to the office.
- Notification of necessary maintenance and repair works in all rented buildings, as well as monitoring thereof.
- Assistance with all kinds of protocol matters.
- Assistance with the arrival and departure of expatriates (visas, ID cards, import and export documents for personal belongings);
- Administrative and logistical support in organising events.
- Performing other ad hoc tasks as required by management.
The base salary will depend on relevant and verified employment experience, typically starting from € 2,258. 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 delegation will conclude a
two-years fixed-term employment contract
with the successful candidate. The expected start date will be 01/01/2026.
Minimum Requirements / Eligibility Criteria
- Diplomas: To have a high school diploma in law, business, administration, economics;
- Experience: minimum 3 years of working experience in procurement, human resources, administrative assistance, budget implementation or other relevant fields
- Fluent knowledge of Arabic and English (minimum level C1);
- Good computer skills on MS Office tools, and ability to learn quickly how to use new IT tools;
- Medically fit to perform the required duties;
- Enjoys civil rights and permits for employment under local law;
- Good standing as citizen/resident.
Assets / selection criteria (basis for awarding points to select the best applicant)
- Knowledge of the European Union;
- Knowledge of French (minimum level B1);
- Experience in dealing with rules and procedures concerning calls for proposals, calls for tenders, contracts, and/or audit;
- Experience in working in an international environment.
How To Apply
Please submit your
application, consisting of a cover letter and
Europass
format CV (both documents in pdf)
via e-mail eeasjobs-238@eeas.europa.eu (Subject : Vacancy 354695 - Administrative Assistant) no later than 10/11/2025. Only complete applications received on time via eeasjobs-238@eeas.europa.eu will be considered.The successful candidate will be subject to a medical check and eventually a 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. At least 3 best candidates will be invited to the final interview and eventually an additional test.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.
