European External Action Service

الحتحاد الوروبي EUROPEAN UNION

بعثة التحاد الوروبي لدى الجمهورية اليمنية DELEGATION TO THE REPUBLIC OF YEMEN

VACANCY ANNOUNCEMENT

The Sub-Office of Yemen at the European Union Delegation to Jordan is looking for:

Administrative Assistant (EEAS 272553) Application code: ADMIN1

We are

The European Union (EU) is an economic and political partnership between 28 European countries. It plays an important role in international affairs through diplomacy, trade, development aid 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 Yemen represents the European Union in Yemen and, as a diplomatic mission, works closely with the Member State Embassies and Missions represented in Yemen.

The Delegation Yemen is temporarily and officially located in Amman under the EU Delegation to Jordan as its Sub-Office. Due to security constraints, all staff is operating in Amman under the supervision of the Head of Delegation Yemen.

We offer

A post of Administrative Assistant AL-2 for a fixed-term contract of 2 years.

Under this post, the recruited person will be attributed functions depending on the needs of the Administration team in close coordination with Head of Administration Yemen.

Upon recruitment, the successful candidate will occupy a specific job function as Administrative Assistant – this job function may be changed in accordance with the needs of the Administration team.

Under this job function the successful candidate will serve as support staff to the Administration Section and provide high quality co-ordination and assistance in the implementation of the administrative procedures under the supervision of the Head of Administration. Main Tasks

 In charge of the local agents records;  Calculation of end of service entitlements for resigned local staff;  The Delegation’s liaison officer for the social security dept.;  Calculation of local staff overtime;  In charge of the publication of new vacant posts and screening CVs;  Prepares the local staff income tax forms;  Responsible for entering data in edel-hrm (recruitment files of local agents & temporary staff) and HR Delegation and generation of payroll and salaries in E-DEL- HRM;  Prepares letters for the bank, visa requests and hospitals;  In charge of leaves for the local staff in E-TIM;  Verification of the reimbursements and authorisations for the medical sickness insurance claims for local staff;  Organises interviews for short listed candidates;  Participates in interview panels and the evaluation of short-listed candidates;  Compiling the recruitment file for newly recruited staff (drawing up the employment contracts, arranging for medical check-up…);  Liaise with IT to insure readiness of PC (network connection, computer set-up, etc.) for newly recruited staff;  Participation in the local staff annual salary revision;  Management of temporary personnel;  Management of personnel hired under Service contracts;  Compiling and preparing the officials housing files;  Manages the record of the rent payments for the Delegation, Residence and the Officials houses & follow up with the accounting dept. for payments;  Manages the insurance files for the Delegation Residence and the Officials houses;  Rotation of officials (assessment of flight tickets & removal offers) and temporary accommodation;  Follows up on the housing file for the Residence & the housing file for officials & young experts as well as conventions & keeps record of every lease signed for above personnel;  Follow up on the insurance for the Delegation building, Residence and officials housing units;  Participates in the preparation of the yearly budget and its submission to Headquarters;  Ensure the execution of all accounting transactions and reconcile outstanding transactions, in compliance with the financial regulations;  Co-Supervision, with HOA, of the Delegation's bank account and the execution of payments;  Organise and perform periodic control procedures;  Follow up on relevant accounting regulations and instructions from Headquarters;  Contribute to set up, optimize and implement standards for internal controls;  Contribute to the preparation of budgetary documents and reports;  Provide information and give presentations on financial and budgetary [procedures;  Follow up of the execution of the authorized budget;  Support for the launch and selection procedures for procurement and launch of calls for proposals and tendering.

NB: the above list is indicative, not exhaustive The successful candidate will be working in the Sub-Office Yemen of the EU Delegation Jordan, located in Amman.

The working hours are 37.5 per week (from Sunday to Thursday).

We offer a competitive position in an international environment. Benefits, such as medical insurance, are offered to employees and their families under certain conditions.

We're looking for

We're looking for an energetic person and able to handle several strands of work in parallel in a high pressure environment. An ability to work well with others is vital.

Previous experience working in the public, private or international organisation sectors and as administrative assistant would be an asset.

Knowledge about Yemen would be highly appreciated.

Job requirements

Education and Training

 Preferably university degree with accounting, infrastructure and/or other administration

studies and experience.

Experience

 2-year experience in relevant field.

Knowledge

a. Specialist knowledge (know what) Knowledge of European Union, its rules and function is an asset.

b. Technical knowledge (know how) Extended computer skills and good knowledge of MS Office software. Knowledge of EU informatics tools (ABAC, ARES, CRIS, MIPS etc.) would be an asset.

Skills a. Linguistic skills Very good command of English and Arabic (written and spoken). Working knowledge in French (read and spoken) is considered an asset.

b. Communication skills Excellent oral and written communications skills with external and internal contacts.

c. Interpersonal skills Able to work as a team member with good inter-personal skills. Ability to work in a multicultural environment.

d. Intellectual skills Ability to understand and contribute to effective and efficient administration. Ability to identify and analyse key points in verbal and numerical information, evaluate alternatives objectively and make sound, logical and well-argued judgements taking on board the impact of decisions. Ability to determine long-term outcomes of a change in operations. Capable of processing information in an effective and efficient way. Ability to work under pressure and too tight deadlines.

e. Management skills Capacity to focus on priorities and to organize work to deliver on time. Ability to negotiate at all levels in a multicultural and multilingual environment. Attention to detail and accuracy. Capable of producing high quality results within often-tight deadlines. Capacity to monitor progress of work & organise reviews. Team-player.

Personal Qualities

 Flexibility to respond quickly to new demands and cope with pressure.  Commitment to assure quality, speed and accuracy in performing technical and procedural duties.  High degree of responsibility, when handling Commission funds.  Good sense of discretion and confidentiality.

How to apply

Please send your application and supporting documents, to the attention of the Head of Administration, to the functional mailbox DELEGATION-YEMEN- [email protected], indicating as subject: ADMIN1. The package should include a motivation letter and a detailed CV in "Europass" format available under: http://europass.cedefop.europa.eu/documents/curriculum-vitae.

After examination of the files, applicants who meet the requirements will be invited to written tests at a venue and date to be decided at a later stage. Unsuccessful applicants will not be notified at this stage.

Applicants succeeding the written exams will be further invited to an oral interview at a venue and date to be decided at a later stage.

The Delegation would wish the successful candidate to take up his/her appointment shortly after the satisfactory completion of the selection process which is likely to be beginning of February 2018.

The deadline for applications is: 12/11/2017 at 18:00h (Amman time).

Applications received after this date will not be considered.

The Delegation will not supply additional information or discuss the selection procedure by telephone, please address any queries concerning this procedure to DELEGATION-YEMEN- [email protected]