Administrative Assistant

Overall purpose:

To assist the Head of Office with ensuring the smooth functioning of the Office in all its aspects and in accordance with existing rules and regulations, including as regards management of budget and finance, human resources, buildings, physical assets, security and ICT, in close cooperation with DG INTPA and DG COMM. To act as imprest account holder.

Legal disclaimer:

Please note that as per article 80 of the Conditions of Employment of other Servants of the European Union the work of all Function Groups of Contract Agents should take place under the supervision of an official or a temporary agent.

Functions and duties:

+ SAFETY, SECURITY and CRISIS MANAGEMENT

• Assistance in all matters relating to the safety and security of staff and contacts with national administrations.
• Deputy Local Security Officer correspondent authorised to have access to classified information up to and including the level of EU SECRET.
• Coordinate any safety or security management aspect with the other occupants of the building.
• Registration of persons with national institutions (immunity, privileges, etc.).

+ BUDGET, FINANCE, CONTRACTS and ACCOUNTING

• Preparation of reports, payment of bills, controls and analysis.
• Assistance in the management of calls for tenders.
• Encoding (ABAC) and follow-up of financial transactions (commitments, payments, recovery orders, extra-budgetary accounts, invoices,.) as well as all related operations.
• Financial circuits and related operations. Management of financial identifications and legal entities for financial transactions.
• Preparation and follow-up of contracts/agreements/purchase orders.
• Participation to the gathering and encoding of data related to the budgetary programming.

+ BUILDINGS and SUPPLIES (incl logistics)

• Assistance in the management of infrastructure contracts: contacts with companies, monitoring of contracts, supervision and verification of services, validation of invoices.
• Follow-up of cleaning, maintenance and supply contracts (office supply, advertising material,…).
• Inventory management.

+ HUMAN RESOURCES MANAGEMENT

• Management of staff absences (leaves, sick leaves,…), updating and follow-up of data in Sysper.
• Management of administrative files of staff.
• Follow-up of selection procedures and recruitment of staff.

+ OPERATIONAL and ADMINISTRATIVE SUPPORT and RESOURCES

• Organisation and planning of meetings, preparation and follow-up of missions of staff.
• Assistance to the Head of Office on all aspects related to the housing policy (e.g. housing norms, security and technical equipment of accommodations, lease contracts).
• Manage the physical assets of the Office (e.g. offices, accommodations, vehicles, furniture, office and housing equipment, IT equipment).
• Assistance on all files related to administrative matters (draft notes, reports, search and provide information, encode data, etc.)

+ INFORMATION and DOCUMENT MANAGEMENT

• Follow-up and management of email.
• Recording and filing of incoming and outgoing correspondence (including email) using records management software.

Job requirements:

Job-Related experience: at least 2 years Qualifier: desirable Professional experience pertinent to the duties to be carried out of at least two years.

Languages: Danish B1, Greenlandic C1, English C1

• BUDGET, FINANCE, CONTRACTS and ACCOUNTING
• OPERATIONAL and ADMINISTRATIVE SUPPORT and RESOURCES
• HUMAN RESOURCES MANAGEMENT

◦ IT tools: ▪ Excel ▪ Outlook ▪ Word

INTERNAL MANAGEMENT and COORDINATION (DG/Service/Company)

◦ Internal organisation of the Directorate General Competences

• Analysing and Problem Solving ◦ Capacity to analyse and structure information
• Communicating ◦ Ability to communicate in meetings ◦ Drafting skills
• Delivering Quality and Results ◦ Ability to work in a proactive and autonomous way

◦ Capacity to act upon problems

◦ Capacity to deliver in a structured way

◦ Ability to work in a team

Other:

Atypical working hours can be necessary, occasionally, when linked with special events, Videoconference calls with HQ or missions. Due to the 4 hour time difference between Greenland and HQ/Copenhagen.

The EC Office in Nuuk/Greenland was set up in March 2024. It will consist of a team composed of 1 official (Head of Office), 2 contractual agent FG IV as operational programme managers and 1 contractual agent FG III as administrative agent and logistical support. Greenland will assist in the management of development programmes and projects in Greenland. It will be administratively linked to the EU Representation in Copenhagen.

How to apply:

CV & motivation letter to be sent to: INTPA-B3@ec.europa.eu.

Please indicate your CAST candidate number in your application and mention the post number in subject line.