Administrative Assistant – European Defence Agency (EDA)

BACKGROUND

The European Defence Agency was established on 12 July 2004, and is governed by Council Decision (CFSP) 2015/1835 defining the statute, seat and operational rules of the European Defence Agency.

The Agency has its headquarters in Brussels.

The main task of the EDA is to support the Council and the Member States in their effort to improve the Union’s defence capabilities in the field of crisis management and to sustain the Common Security and Defence Policy (CSDP) as it currently stands and as it develops in the future.

The Agency is structured into four directorates. Three operational directorates: Cooperation Planning & Support; Capability, Armaments & Technology; and European Synergies & Innovation and the Corporate Services Directorate.

THE AGENCY’S WAY OF WORKING

The Agency is an “outward-facing” organisation, constantly interacting with its shareholders, the participating Member States, as well as with a wide range of stakeholders. It works in an integrated way, with multi-disciplinary teams representing all the Agency’s functional areas, to realise its objectives. Its business processes are flexible and oriented towards achieving results. Staff at all levels need to demonstrate the corresponding qualities of commitment, flexibility, innovation, and team-working; to work effectively with shareholders and stakeholder groups, formal and informal; and to operate without the need for detailed direction.

THE CORPORATE SERVICES DIRECTORATE

The Corporate Services Directorate manages the human resources, finance, legal, procurement and contract activities, as well as information technology, infrastructure and security, and corporate projects to ensure the smooth and efficient functioning of EDA.

DUTIES

The European Defence Agency is organising a call for expressions of interest with a view to establishing a reserve list for Administrative Assistants Contract staff (FGIII). One position will be available as of July 2017.
Within the Corporate Services Directorate, the Administrative Assistant will work under the responsibility of the respective head of unit. Depending on the unit they will be assigned to, the jobholders will be expected to carry out tasks linked to human resources and/or to financial functions and, in particular, the following activities:

Finance

• act as financial initiator in support to the Finance Unit;
• support preparation, planning, reporting, forecast and follow up of budgets;
• prepare general entries in the EDA’s financial system (MS Dynamics AX);
• provide general administrative support, including document archiving, drafting and formatting of financial documents;
• contribute to financial processes and procedures of the Agency;
• advise and support on any financial matters to Agency’s staff;

HR

• assist in the planning and organisation of the HR activities (recruitment procedures, training courses, meetings, etc.);
• assist in drafting documents and various HR-related staff communications;
• assist in compilation of the individual files of the staff;
• help maintain staff records and keep the electronic HR databases up to date;
• process spontaneous applications and travel expenses claims;
• advise and support on any human resources matters to Agency’s staff.

Duties may evolve according to development of the EDA’s structure and activities, and the decisions of EDA management.

Location: Brussels, Belgium

Closing date for applications: 15 May 2017

Read more and apply here.