The European Union Delegation to the Arab Republic of Egypt, Cairo, is looking for:
an Administrative Assistant in the Administration Section.
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 the Arab Republic of Egypt, Cairo 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 Egyptian government in areas that are part of the EU’s remit.
We offer
The post of Administrative Assistant (Local Agent Group 2) in the Delegation’s Administration Section. The team 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. The successful candidate
will serve under the supervision and responsibility
of the Head of the Administration Section, providing support, expertise and assistance in Infrastructure and Logistics.
Following Main Tasks And Duties Are Currently Required
- INFRASTRUCTURE – Assistance in management of the security services contract
- Management of the Delegation’s security services contract, including installation of equipment inside the Delegation premises and in expatriates’ accommodation.
- Follow-up of contract’s execution, preparation of specific contracts and purchase orders;
- Validation of monthly invoices versus the ordered services;
- Interaction with HQ (RM.SCS.2) for amendments;
- Responsible for Delegation and accommodation’ safety measures implementation;
- Co-ordination with the regional Security Officer for security trainings (HEAT and defensive driving).
- INFRASTRUCTURE AND LOGISTICS – Car Manager
- Responsibility of the management of the Delegation's vehicles fleet and gasoline purchase;
- Management of the armored cars (in cooperation with ECO.CRC.3).
- Car management coordinator via HR-HUB – Management of drivers’ agenda and planning of car programs for routine purposes and during high-level visits – Coordination with services – Relations with taxi and rent-a-car companies – Handling of log-books – Petty expenditure – Follow-up on renewal of car licenses – Management of drivers’ overtime. Drivers and Messengers uniforms …
- INFRASTRUCTURE – Permanent housing for expatriates
- Management of housing real estate for permanent accommodation; Relations with brokers for housing market monitoring;
- Allocation of housing threshold per expatriate staff depending on family composition;
- Verification of proposed lease contracts and official documents from owners;
- Preparation of housing files for the approval of the Head of Administration and Head of Delegation.
- Assistance in case of legal issues linked to the implementation of the leases.
- Assistance to colleagues in case of lease amendments;
- Management of IMMOGEST.
- INFRASTRUCTURE AND LOGISTICS – Human resources measures linked to hard ship posting
- Responsible for the implementation of the Rest Leave policy;
- Management of appropriate budget;
- Verification of expatriates’ reimbursement requests;
- Interaction with RM.01.
- INFRASTRUCTURE AND LOGISTICS – Administrative support
- First back up for protocol, consular and customs matters for expatriates (entry visas, permanent residence, importation procedures). Follow-up and renewals;
- Liaison with the Budget Officer in the preparation of tenders;
- Operational Initiating Agent for any infrastructure/logistics matters, including preparation of payment files.
- INFRASTRUCTURE AND LOGISTICS – Documents and files process management
- Management of archives;
- Maintaining suppliers and tenders files.
- Filing in Ares and in LCK;
- Translation of official documents whenever required (EN/AR).
The base salary will depend on relevant and verified employment experience, typically starting from EUR 1,545, payable in EGP following the InforEUR rate of the month of payment (see https://commission.europa.eu/funding-tenders/procedures-guidelines-tenders/information-contractors-and-beneficiaries/exchange-rate-inforeuro_en).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 01/12/2025.
Minimum requirements / eligibility criteria (necessary for the application to be considered)
Minimum high-school degree;Knowledge of office management of minimum 2 years;Very good knowledge of English and Arabic, spoken, written, read (C1).Proven experience in matters related to purchasing and contractual management.Excellent computer skills and knowledge of office software (notably WORD and EXCEL) and IT tools.Right to residence and work in Egypt.
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, NGO, or international organization;Experience in managing a team of drivers.Advanced protocol experience;Ability to distill and synthesize complex information in writing and orally;Fair knowledge of French language;Strong organizational and coordination skills;Ability to work independently and within a team, be proactive and have a strong results-oriented approach.Ability to understand and work in multilingual and multicultural teams;High professional standards regarding reliability, confidentiality, personal integrity,loyalty and flexibility.
