Administrative Assistant

EIGE - European Institute for Gender Equality

 Administrative Assistant

EIGE - European Institute for Gender Equality

Vilnius, Lithuania

VACANCY NOTICE REF: EIGE/2019/CA/01/FG2

The European Institute for Gender Equality (EIGE) is organising a call for applications with a view to establishing a reserve list for an Administrative Assistant.

Reporting to the Head of Administration, the jobholder shall provide administrative and organisational support to the Administration Unit, including document management, internal communication and logistical needs, and provide assistance with the financial management of expenditure and contracts by examining and preparing cost-statements for establishing financial documents for commitment, acceptance and payments, recoveries, etc.

The post demands a team player who is forward-thinking, analytical, well organised and structured, one who constantly searches for ways to improve, shares learning and information and who works efficiently as part of a multicultural and multidisciplinary team.

The responsibilities of the post include the following tasks and activities:

  • provide assistance in coordinating the administrative and financial activities of the Unit;
  • ensure sound document management by keeping relevant files up-to-date, guaranteeing the archiving of files and maintaining the central archive;
  • assist in organising internal and external events (such as meetings, workshops, training events, selection procedures, public events, etc.);
  • ensure proper and timely attribution and follow up of incoming communication (post and email) and that deadlines are respected;
  • manage information and procedures on missions, annual leave, absences and personnel administration formalities using the applicable IT tools;
  • provide advice to staff on HR procedures in accordance with relevant rules and policies;
  • assist in drafting rules and procedures in the areas covered by the administration unit, provide support in establishing and disseminating good practices;
  • ensure compliance with relevant regulations, rules, procedures and internal control requirements;
  • take, transcribe and prepare notes, minutes, routine correspondence, presentations and/or other documents as required;
  • draft responses to queries under the supervision of the Head of Unit or function officers;
  • ensure data entry and verification of data in relevant administrative databases;
  • act as Operational and Financial Initiator for the financial transactions and manage invoices, commitments, etc.;
  • perform varying roles in ABAC;
  • initiate and administer procurement procedures for services or goods under the competence of the administration unit, monitor respective budgets, collaborate with contractors;
  • act as a back-up for Unit colleagues and other Institute’s staff members, as needed;
  • carry out other administrative and organisational duties as required.

The place of employment shall be Vilnius. English is the working language at the Institute. A contract under Article 3a pursuant to the conditions of employment of other servants of the European Union is offered, subject to nine months’ probation. The contract is for three years and may be renewed.

The pay consists of the basic remuneration as well as allowances depending on jobholder’s personal situation. The gross basic salary before deductions and the correction coefficient weighting of 73.6 % for Lithuania, starts at approximately €2,112 and may be higher depending on the length of experience of the chosen candidate. Salaries are subject to tax at source and exempt from national taxation. Deductions are made for medical insurance, pension and unemployment insurance.

The deadline for applications is 1 March 2019 at 13:00 Eastern European Time. Further information and an application form are available here: https://eige.europa.eu/about-eige/recruitment/eige-2019-ca-01-fg2.

Don't forget to mention EuroBrussels when applying.

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© EuroJobsites 2019

EuroJobsites is a UK registered company number: 4694396 VAT number: GB 880 9055 04

Registered address: EuroJobsites Ltd, Unit 8, Kingsmill Business Park, Kingston Upon Thames, London, KT1 3GZ, United Kingdom

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