The EU Delegation to the Republic of Syria offers 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.