The European Union Office to Hong Kong and Macao is looking for:

An Administrative assistant in the Admin section.

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 European Union Office to Hong Kong and Macao works in close coordination with the Consulates General of the 27 EU Member States. We are a fully-fledged diplomatic mission and represent the European Union in dealings with the two special administrative regions.in areas that are part of the EU’s remit.

We offer

The post of Administrative Assistant (Local Agent Group 2) in the Administration Section. The team consists of 5 people and there are occasional atypical working hours.  Under this post, the recruited person will be attributed functions depending on the needs of the Office, and on the changes of these needs.

The successful candidate will serve under the supervision and responsibility of the Head of Administration, providing support, expertise and assistance in fields of accounting, human resources, protocol and procurement.

Following main tasks and duties are currently required: 

Infrastructure management

• Ensure the establishment, management and monitoring of real estate contracts.
• Management of Infrastructure: Office, staff housing and Residence
• Coordination with contractors, suppliers, architects, maintenance, preparation of building files.
• Coordinate the implementation of activities under the contracts
• Supervise and coordinate the control and checking of services and the technical quality of work completed or goods delivered by contractors
• Identify service needs and adapt offers accordingly
• Management of car fleet and driver’s planning

Logistics Support management of contracts

• Assist with the implementation, management and monitoring of contracts

• Monitor, control and check various documents issued by contractors before, during or after work is carried out and goods are delivered; check invoices and certify that they comply with orders
• Manage data on completed orders and compile statistics
• In charge of stationary & office supplies: ordering, monitoring, consumption & distribution
• Assists to the Head of Administration and the Accountant in the preparation of Delegation running costs, budget requests & follow-up of Delegation running costs budget execution

Protocol and Visits/Events

• Assist with Protocol – visa, driving licenses, car plate number, travel permits, removals
• Relations with the Ministry of Foreign Affairs
• Organise High-Level Visits under the supervision of the Head of Administration and in close collaboration with the PA to the Ambassador and the Political Section (Booking of hotels, inspection visits, airline tickets, venues, additional cars and drivers, etc.)
• Provide administrative, logistic support in the preparation of functions and events organised by the Delegation, coordination with contractors (Europe Day, European Festival, dinners, cocktails and gatherings at the Residence, etc.)

Procurement:

• Preparation and coordination of calls for proposals/tender files
• Organisation of opening and evaluation procedures
• Participation in opening and evaluation committees
• Replies to tenderers
• Drafting of contracts/addenda etc.
• Ex-post/Ex-ante publicity  
• Follow-up of contracts validity

Human Resources:

• Assist the HoA with recruitment, panel selection, interview process, rights and obligation, welcomes new employees to the organization by conducting orientation
• Preparation of Training actions in close collaboration with the Head of Administration

Other:

• Replace the Head of Administration during absences
• Any other tasks requested by the Head of Administration or the Head of Delegation with regard to the Delegation's mandate

The base salary will depend on relevant and verified employment experience, typically starting from HKD 38.531.  There is a competitive benefits package, subject to certain conditions, including personal leave days and public holidays, health insurances and a retirement savings plan.

The expected start date will be September 2023. 

Minimum requirements / eligibility criteria (necessary for the application to be considered)

• Minimum of secondary level diploma or higher;
• Minimum of 5 years of experience;
• Experience in the diplomatic field (work in embassies, government bodies, international organisations, etc.);
• Good level in (C1) in English and equivalent of C1/C2 in Cantonese/Mandarin; the knowledge of an European language constitutes an asset;
• level of time management and interpersonal skills; capacity of organizing and coordinating meetings and agendas;
• Level of computer skills (Word, Excel, PowerPoint, Outlook, Zoom, Skype etc.);
• team’s fluency, flexibility, and capacity to work under pressure
• Right to residence and work in Hong Kong;
• Medical fitness to carry out the tasks assigned.

Assets / selection criteria (basis for awarding points to select the best applicant)

• Experience in external relations
• Experience of working in a team in multi-disciplinary and multi-cultural environment;
• Experience in managing large infrastructure projects;
• Previous experience in EU institutions and/or EU Delegations, notably from the administrative section;
• Work history or network of connections or similar in the area of administration with external stakeholders in Hong Kong.