Job Description

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 the Switzerland (Bern) 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 Swiss government in areas that are part of the EU's remit.
We offer
The post of Administrative Assistant(LA-2 post no) in the Delegation's Administration Common Administration Section in Geneva will support the Administrative Assistant both remotely and with missionsto Bern. The position occasionally requires work outside of standard office 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 the Administration located in Geneva, providing support, expertise and assistance in areas such as human resources, infrastructure, procurement, budget, assets management, protocol and security.
We offer a workplace of a multinational team of local and expatriate staff members where proactivity and an open mind are expected. Work-life balance is assured in the frame of a flexible working time scheme, which also takes into account an occasional peak in the workload ( deadlines,recruitment, etc.). Place of employment is Christoffelgasse 6, CH-3011, in Bern, at the premises of the EU Delegation to Switzerland.
Tasks will include, but are not limited to the following:
Administration management:

• Assist the Head of Administration in effective planning and coordination of the activities of the Section;

Provide general administrative support (such as drafting correspondence and working
documents, ensure correct time management, vacation planning within the Delegation); * Contribute to documents and files process management;

• Perform other support tasks as requested by the Head of Administration;

Human resource management:

• Management of personnel files for the local agents (including registration of sick leave and other absences in e-tim)

Assist in the recruitment process of local agents: publication, selection and recruitment
including creation of personnel file in e-del-HRM, HR-Delegation; * Ensure that correct procedures are carried out for all HR-related matters;

• Assist in end-of-contract procedures for departing local staff;
• Monitor changes in local labour law;
• Process monthly payroll with the assistance of the HQ;

Liaise with external medical providers and organize the periodical medical checks for local
staff;
Co-ordinate training requests and assist in elaboration and implementation of annual
training plan; * Management of HR files of trainees including execution of related payments

• Contribute to the selection and recruitment of temporary/interim workers;

Budget, finance and contract management:

• Ensure compliance with the Financial Regulations, local laws and internal regulations;

Assist in the management of the annual administrative budget, preparation adjustments and monitoring of its execution; including financial commitments and payments
Provide assistance for the launch and follow-up of procurement procedure until the award of the contract;
Assist in management of contracts, preparation of specific order forms under framework
contracts; * Verification and settlement of mission expenditure including validation in MIPS;

• Participate in the preparation of the annual budget revision;

Encode and verify in ABAC/SUMMA/P2P workflow all information required for payments
(invoice/legal entity/bank account);
Act as initiating agent in ABAC/SUMMA/P2P workflow for all financial transactions throughout
the entire process, from the receipt of the invoice till the archiving of documents;
Infrastructure/Logistic

• Initiate and supervise logistic activities concerning the office, the Head of Delegation'sresidence, security, staff accommodation, office supplies and similar services;
• Management of annual rotation exercise of expats staff;
• Coordinate and execute annual assets management exercise (inventory);

Management of the Delegation's fleet (one vehicle);
Assist in managing the IMMOGEST database of Delegation properties
Protocol

• Assist in protocol matters for international staff and communication with the State's protocolauthorities to deal with administrative issues (visas, immunities, value-added tax, legitimation cards);

We offer an initial fixed-term employment contract of two years, with a possibility of renewal under reserve of budgetary availabilities and operational considerations. The probationary period is 3 months. Employment condition is on full time basis, withhours per week, from Monday to Friday.
The base salary will depend on relevant and verified employment experience, typically starting from 7,524 CHF (LA II). There is a competitive benefits package, subject to certain conditions, including personal leave days and public holidays and a retirement savings plan. Health insurance includes insurance against accident (LAA) and partial refund of LAMAL.
The expected start date will be 01/01/2026.
Minimum requirements/eligibility criteria

• Medically fit to perform the required duties;
• Enjoys civil rights and permits for employment under local law;
• Completed secondary school;
• Advanced level knowledge of German and French (C1 level or equivalent);
• Excellent computer skills (Microsoft Office suite);
• Minimum of 3 years of relevant professional work experience after obtaining diploma;
• Proactive, team player, ready to assist others, organizational skills flexibility in response to internal and external changes.

Assets / selection criteria

• Higher Education/Advanced Diploma or University degree in a domain relevant to the position;
• Work experience in international organizations and/or diplomatic missions;

Additional professional working experience in accounting, procurement and human
resources; * Good knowledge of English (B2 level or equivalent);
How to apply
Please submit your application no later than 31/07/2025 at 24h00 local time. Applications can be submitted in English or French. Indicate in the subject of the email "Vacancy JP/08796''.
Your application must include:

• A cover letter;
• A CV using the Europass format (