Job
Description
The Delegation of the European Union to the Arab Republic of Egypt in Cairo is looking for: Administrative Assistant in charge of Human Resources/ Local Agent Group II (initial one-year contract, with the possibility of a second year extension). 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, technical and financial cooperation, 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 Arab Republic of Egypt, Cairo, works in close coordination with the Embassies and Consulates of the 27 EU Member States. It is a fully-fledged diplomatic mission and represents the European Union in its partnership with Egypt. We offer Administrative Assistant (Local Agent Group 2) in the Delegation’s Administration Section. The Section consists of 22 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. Under the supervision of the Head of Administration, the Human Resources Admin. Assistant supports the implementation of the Delegation’s HR strategies. This role is responsible for providing high-quality support across a range of HR functions, including recruitment, employee relations, training and development and HR administration. Key Responsibilities Assist in the recruitment process, including preparing job descriptions, posting vacancies, screening applications, arranging interviews and coordinating on boarding activities. Maintain accurate and up-to-date employee records, HR databases, and documentation. Support the implementation of HR policies and procedures in compliance with legal and organizational requirements. Handle various employee queries in coordination with line managers. Assist in payroll preparation and monitor employee attendance, leave, and absences. Coordinate training and development initiatives and maintain records of employee participation. Ensure compliance with labour laws and health and safety regulations. Back-up of Administration Section as required; Any other task as instructed by the Head of Administration. The Following Main Tasks And Duties Are Currently Required HUMAN RESOURCE MANAGEMENT – Assistance in management of local staff (permanent or temporary) Drawing-up vacancy announcements and job descriptions with the respective Heads of Section; Launching and managing candidates’ selection campaigns for approved vacancies at the Delegation; After screening of applications, organising interview panels in cooperation with Heads of Section; Preparation of recruitment files and contracts/amendments to contract for local staff, using the appropriate HR databases; Coordinating administrative procedures – as per Egyptian Labour and Social Insurance Laws and as per EU institution standards – for local staff entering and leaving the Delegation; Issuing work certificates upon requests; Local staff registration to various Egyptian authorities; Preparation of replies to embassies / international organisations; Registration of staff presence/absence at work; Management of ad-personam contracts for staff working at the Residence of the Head of Delegation. HUMAN RESOURCE MANAGEMENT – Assistance in management of contractual agents’ staff Launching and managing candidates’ selection campaigns for approved vacancies at the Delegation. Organising interview panels in cooperation with Heads of Section. Preparing and sending to HQ requests for contractual agents’ recruitment. Issuing work certificates as per requests. HUMAN RESOURCE MANAGEMENT – Assistance in management of trainees Launching and managing candidates’ selection campaigns for approved traineeship vacancies at the Delegation. Organising interview panels in cooperation with Heads of Section. Preparing and sending to HQ requests for trainees’ enrolment. Supervision of the trainees throughout the period of traineeship, preparation and management of the end-of-traineeship procedures. HUMAN RESOURCE MANAGEMENT – HR processes and data management Administration of HR entitlements provided by local legislation and staff regulations (local and expatriate staff). Keeping abreast of changes in local legislation and EU institutions HR procedures. Liaison with the Delegation’s Tax Advisor and Legal Advisor on local staff employment issues. Processing of local staff medial claims. Management of the annual medical check for local staff. Coordination of the yearly verification of contributions made to the EU Provident Fund for local staff. Registration of staff presence/absence at work. OPERATIONAL AND ADMINISTRATIVE SUPPORT – Administrative support Calculation of salaries of local staff (permanent and temporary) and of stipends of trainees, using the related HR databases; Monthly submission of data to Tax Advisor; Liaison with the Budget Officer in the preparation of HR-related budgets; Calculation of end-of-contract payments; Assistance in the training policy of the Delegation, preparation and follow-up of training activities – including team building activities and related budget; Operational Initiating Agent for any HR resources matters. OPERATIONAL AND ADMINISTRATIVE SUPPORT – Documents and files process management Maintaining personnel files; Filing spontaneous candidates’ applications and issuing related letters; Encoding HR information and documents in various HR databases; Electronic and paper filing of HR related documents Update the Delegation’s telephone lists. The base salary will be EURO 1545 payable in Egyptian Pounds based on the info euro rate of the month of payment. The expected start date is 1/7/2025. Minimum requirements / eligibility criteria (necessary for the application to be considered): High school degree; Minimum 5 years of relevant professional experience; Excellent knowledge (C2 level in CEFR) of English and Arabic (written and spoken); Excellent knowledge of Office applications (notably MS WORD, EXCEL, …); Right to residence and work in Egypt (if no Egyptian, please provide a copy of a valid residence visa and valid work permit with your application); Assets / selection criteria (basis for awarding points to select the best applicant): Familiarity with the EU institutions and EU culture; Previous experience working with an Embassy or an international or civil society organization; Good understanding of the EU role and competences, and its relations with Egypt (Association Agreement, Partnership Priorities, Strategic and comprehensive Partnership); Proven ability to work in a team, in a multilingual and multicultural environment; Solid knowledge of labour legislation and HR best practices; Management of HR assistance in an administrative entity; Strong interpersonal and communication skills – Ability to understand and be understood; Delivering quality and results – Client orientation; High level of discretion and professionalism; Ability to multitask and manage time efficiently – Ability to deliver in a structured way; Strong organizational and problem-solving abilities; Ability to conceptualise problems, to identify and implement solutions; Detail-oriented with a proactive approach – Accuracy; Team player with the ability to work independently when needed; Ability to work in a team – Knowledge sharing – Diplomatic skills; Learning and development – Flexibility (openness towards new demands). 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