Administrative Assistant in the Administration Section

About the Organization and Role

The European Union (EU) is a political and economic alliance of 27 European countries engaged globally through diplomacy, trade relations, and multilateral development efforts. Its representation worldwide comprises over 140 EU Delegations functioning similarly to embassies. The EU Delegation in Lusaka, Zambia collaborates closely with the Embassies and Consulates of EU Member States to represent the EU’s interests across Zambia and COMESA in multiple sectors.

This role is for an Administrative Assistant (Local Agent Group 2) within the Delegation's Administration Section, which includes a team of eight staff members. The position requires some occasional non-standard working hours and reports to the Head of Administration. Duties involve comprehensive administrative support, operational assistance, and specialist advice across various administrative functions, with scope for adjustment as organizational needs evolve.

Primary Duties

• Manage the recruitment cycle for Local Agent positions, including job posting authorizations, updating job descriptions, assembling recruitment files, drafting evaluation and selection documents, contracts, and recording all data on HR digital platforms.
• Maintain accurate and complete Local Agent personnel records both digitally and in physical files, coordinating with team members as necessary.
• Provide timely, precise data on Local Agent remuneration, social security, medical costs, and benefits to Administration accounts, ensuring compliance with regulations.
• Process medical reimbursement claims for Local Agents using dedicated applications, adhering strictly to EU Delegation guidelines.
• Administer the E-TIM time management system for Local Agent employees, including vacation entitlements, public holidays, and updates related to staffing changes.
• Guide colleagues through employment separation procedures such as retirement, resignation, or contract expiration, ensuring alignment with EU and Zambian labor policies.
• Handle petty cash payments by verifying documentation, recording transactions in the Cash Journal, and presenting records for regular review.
• Support the Accounts team in preparing annual budgets, monitoring spend against authorized amounts, and aiding mid-year budget assessments.
• Record and report unauthorized expenditures and exceptions relating to procurement and HR matters, uploading relevant files into official financial control systems.
• Oversee procurement for low- to medium-value contracts, from identifying needs to contract signing, following EU financial and procedural regulations.
• Track contract expiration dates diligently to ensure timely renewals or re-tendering and maintain contract records accurately within management systems.
• Prepare annual tender forecasts and monitor their execution according to regulatory and procedural standards.
• Manage lease contracts for residential and office properties by maintaining updated records, monitoring renewal schedules, and ensuring audit readiness of physical files.
• Provide general administrative assistance to the Head of Administration as required, including deputizing for their duties during absences, such as managing the Imprest Account.
• Cover duties of the Administration Section Secretary temporarily to maintain uninterrupted service.
• Perform additional administrative tasks as assigned and stay informed about updates to EU guidelines affecting HR, procurement, or administrative processes.

Compensation and Benefits

The starting monthly salary typically begins at ZMW 39884, depending on verified relevant experience. The package includes paid annual leave, recognition of Zambian public holidays, comprehensive health insurance, and a retirement savings plan, subject to eligibility.

Eligibility Criteria

• A diploma in business administration, human resources, procurement, finance, or a related area relevant to the role.
• Minimum of three years’ relevant professional experience in administrative, HR, finance, or procurement roles obtained after diploma completion, preferably within international or diplomatic organizations.
• Proficient computer skills with applications such as Word, PowerPoint, Excel, Outlook, Webex, and MS Teams.

Additional Assets and Selection Criteria

• A university degree in relevant fields will be advantageous.
• Experience with HR functions like recruitment, personnel file management, and employment termination procedures.
• Foundational accounting skills and petty cash management experience are beneficial.
• Familiarity with procurement processes including tendering and contract management.
• Understanding of EU administrative, financial regulations, and EEAS guidelines applicable to EU Delegations is a plus.
• Knowledge of Zambian labor laws and employment regulations is an asset.
• Previous work experience in international organizations or diplomatic missions in a similar administrative capacity is favorable.

Application and Selection Process

Applicants must submit a cover letter and Europass CV by the deadline of 16 July 2026, 17:00 Zambian Time. Only complete applications via the official mailbox will be reviewed. Selection procedures may involve eligibility screening, shortlisting, practical exams, and interviews. Final interviews will be conducted with the top candidates. Medical and background checks are prerequisites for appointment.

Equal Opportunity Statement

The EU is an equal opportunity employer and embraces diversity, promoting equity across gender, nationality, ethnic origin, religion, disability, age, and sexual orientation. Applications from all qualified candidates are welcomed to ensure a representative workforce.