The Delegation of the European Union to Georgia is looking for a Accounts Clerk/ Administrative assistant
We are
The European Union (EU) is a unique economic and political partnership between 27 European countries. It plays an important role in international affairs through diplomacy, trade, financial assistance and working with global organisations. 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 Georgia has a mandate that includes promoting the political and economic relations between the European Union and Georgia, monitoring the implementation of the Association Agreement, Georgia’s membership application to the EU and disseminating information on the tangible benefits of the EU´s policies and programmes.
We offer
A post of Accounts Clerk/ Administrative assistant in the Delegation’s Administration Section. The contract (Local agent - Group III) will be concluded for a limited term of 2 years, with a possibility of extension or becoming an an unlimited term contract (upon the successful completion of a probation period of 6 months) and will be subject to local legislation.
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 Section, providing administrative support.
We offer a competitive position in an international environment. The base salary will depend on relevant and verified employment experience. There is a competitive benefits package, including personal leave days and public holidays, health insurance for employees and their family (under certain conditions), and a retirement savings plan. The expected start date will be February 2025.
Main tasks
Accounting related tasks:
- Registration of recurrent invoices/requests for reimbursements, payment orders, finalising payment orders related to missions as instructed by Head of Administration and Accountant.
- Preparing Purchase Orders for quarterly vehicle services.
- Encoding new Entities related to the administrative expenditures in accounting application.
- Assisting with accounting filing.
Management of Drivers:
- Overall assistance with management of drivers and car fleet.
- Scheduling drivers relocations.
- Management of the transport requests from staff via the IT application.
- Coordinate directly with HoD Secretariat, the schedule of the driver assigned to the HoD.
- Calculation of monthly drivers’ overtime in liaison with the staff in charge of accounting.
Management of office car fleet:
- Verify the proper use and maintenance of the Delegation's car fleet.
- Assist with follow up of the repair, maintenance and insurance of the service vehicle fleet.
- Verification of the proper use of the logbooks by the drivers as well as the effective control and distribution of fuel.
- Assist drivers in handling missions, holidays, leave and absence records, drivers' overtime sheets.
Procurement and infrastructure related tasks:
- Provide support to incoming/outgoing diplomats with regards to their temporary or permanent accommodation (fill in forms, review contracts, register in Immogest, etc)
- Take care of hotel reservations related formalities for incoming or departing diplomats and visitors
- Manage corporate agreements with hotels for EU Delegation.
- Provide support with various procurement procedures upon request.
- Support Procurement officer with registration and archiving of Procurement files.
- Assist the Head of Administration in administrative tasks related to management of security.
- Assist with management of cleaning and maintenance staff.
- Provide support with management of missions.
- Secretarial related tasks:
- Handle all administration section incoming and outgoing mail.
- Update the Delegation contacts lists, as well as administration’s contacts and distribution lists in outlook.
- Answering, screening and forwarding calls as Delegation phone operator.
- Be present at reception in case Security company cannot provide replacement for their staff due to vacation/ sickness.
- Provide overall support at Reception upon request (greeting guests, offering coffee, etc)
Other tasks
- Any other relevant tasks which may be assigned by the Head of Delegation and/or Head of Section on the basis of the needs of the Delegation.
Minimum requirements / eligibility criteria (necessary for the application to be considered)
- Medical fitness
Qualifications
Formal education
- Higher education (short academic cycle or higher non-university cycle).
- Diploma in secretarial studies, general administration, etc. desirable.
Professional Experience
- Three years of pertinent professional experience in administration is desirable.
- Experience in accountancy is desirable.
- Experience with International Organisation or Diplomatic Mission would be an asset.
Necessary knowledge and skills
- A thorough knowledge of English and Georgian languages is obligatory.
- Knowledge of a second language of the European Union would be an asset.
- Capacity to communicate clearly and precisely.
- Discretion and confidentiality.
- Good interpersonal skills.
- Ability to respond quickly to changes.
- Ability to work under pressure.
- Very good IT skills (Microsoft Office Applications). Ability to quickly learn new IT applications (ARES, ABAC, e-TIM, HR-Hub, etc.).
- Flexibility (openness towards new demands, new technologies, new cultures, new environment, etc.).
- Knowledge of EU rules and procedures would be an asset.
How to apply
Please submit your application, consisting of a motivation letter in pdf and an updated CV in pdf, in English (preferably using the Europass format https://europa.eu/europass/en/create-europass-cv). to the following e-mail address: eeasjobs-215@eeas.europa.eu no later than 27 December 2024.
The subject line of your application should indicate the post title: "Accounts Clerk/ Administrative assistant "
Only complete applications in English received on time via indicated email will be considered.
The process
After the deadline for applications, the applications will be reviewed by a Selection Committee set up for this purpose. The Selection Committee will prepare a short-list of candidates who are considered to be the most suitable for the post on the basis of a preliminary assessment of the information provided in their application letter. The short-listed candidates will be invited to a final assessment phase which may include a writing test and an interview.
If you have not been contacted by the Delegation by 20 January 2025 then you should consider that your application has not been selected.
Kindly note that the Delegation will not supply additional information or discuss the selection procedure by telephone. Please address any queries concerning this vacancy to the above e-mail address only.
The successful candidate will be subject to a medical check and a background check.