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 Singapore 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 Singaporean government in areas that are part of the EU’s remit.

We offer

The post of Administrative Assistant (Local Agent Group II) in the Delegation’s Administration Section. The team consists of four 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, expertise and assistance in mainly financial and administrative issues.

Following main tasks and duties are currently required: 

• Assist in the analysis, effective planning, coordination and execution of the administrative support activities of the Delegation;
• Prepare budget estimates for the Delegation's annual operative budget;
• Follow-up, adjustment and verification of the execution of the operative budget;
• Prepare monthly closure of accounts and transmit to HQ;
• Follow up of replenishments of the Imprest Account;
• Prepare budget reinforcement requests;
• Process payments and purchase orders (act as the initiating agent in ABAC);
• Ensure correct justification/supporting documents for all payments;
• Ensure compliance with the Financial Regulation and other legal and regulatory requirements;
• Management of the petty cash;
• Process medical claims, prepare payroll and personal income tax reports for local staff;
• Assist in managing the physical assets of the Delegation (offices, residence, accommodations, vehicle, furniture, office and housing equipment, IT equipment etc.)
• Assist in managing procurement procedures and contracts;
• Assist in drafting Delegation’s reports to HQ;
• Assist in drafting administrative (instruction) notes;
• Contact local authorities and preparing documents for custom clearance procedures on importation of goods, personal effects, purchase or sales of service and private vehicles;
• Assist the Head of Administration or Head of Delegation as requested.

We offer a fixed-term contract of two years with a possibility of renewal.

The base salary will depend on relevant and verified employment experience, typically starting from 5709 SGD per month.  There is a competitive benefits package, subject to certain conditions, including personal leave days and public holidays, health insurances and a provident fund.

The expected start date will be April 2025.

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

• Professional qualification or high school diploma with specialisation in business administration, finance, accounting, book-keeping, human resources management or a job-related field;
• Minimum of 3 years of work experience in finance, accounting, book-keeping, procurement, contract management, administrative assistance, budget implementation, human resources or other relevant fields;
• Excellent command of English, both oral and written (C2);
• Very good command of Microsoft Office, particularly Excel, Word and Outlook;
• Medically fit to perform the required duties;
• Enjoys civil rights and permits for employment under local law;

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

• University degree in business administration, finance, accounting, human resources management or a job-related field;
• More than 3 years of work experience in finances, accounting, book-keeping, procurement, contract management, human resources, administrative assistance, budget implementation or other relevant fields;
• Knowledge of other local languages, Mandarin Chinese, Malay or Tamil;
• Previous experience in EU institutions, an Embassy or an international organisation;
• Excellent organisational skills to manage multiple tasks, prioritize effectively, and ensure timely completion of work;
• Excellent communicator and a team player;
• Adaptable and flexible with working hours;
• Having ability to work calmly under pressure and autonomously;
• Self-starter, proactive and initiative driven;
• Attention to detail, high level of accuracy in financial and administrative work;
• Good knowledge of the European External Action Service, its administrative and financial rules/procedures, and functioning is an advantage.

How to apply

Please submit your application, consisting of a cover letter and Europass format CV https://europass.europa.eu/en via the following functional mailbox: [email protected]  (Subject: Administrative Assistant 08221) no later than 12:00 pm local time on 06/01/2025. Only complete applications received on time will be considered.

The successful candidate will be subject to a medical and 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 the assessment of the information provided in the cover letter and CV; practical testing and interviews. At least the three best candidates will be invited to the final interview.

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 [email protected].

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.