Administrative Assistant in the Administration Section

The European Union Delegation to the Republic of Zambia & COMESA, Lusaka is looking for:

Administrative Assistant in the Administration 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 assistance and engagement with multilateral organisations. Abroad, the EU is represented by more than 140 diplomatic representations, known as EU Delegations, which function in a manner equivalent to embassies.

The EU Delegation to Zambia, Lusaka works in close coordination with the Embassies and Consulates of the 27 EU Member States. As a fully-fledged diplomatic mission, the Delegation represents the European Union in its dealings with the Government of Zambia and COMESA across all areas within the EU’s remit.

We offer

The post of Administrative Assistant (Local Agent Group 2) in the Administration Section. The team consists of 8 people, and there are occasional atypical working hours. The successful candidate will work under the direct supervision and responsibility of the Head of Administration, provide expert support, operational assistance and specialist knowledge across a range of administrative functions. Specific responsibilities may be adjusted over time to reflect the evolving needs of the Delegation.

The following main tasks and duties are currently required:

1. HR Issues

• Manage the full recruitment cycle for Local Agent positions, including preparing the authorisation to publish, updating the job description, compiling the recruitment dossier, drafting selection notes, evaluation reports and contracts, and uploading all required documentation into e-Del-HRM and the HR Delegation platform.

• Maintain and manage Local Agent personnel files in the HR HUB application, ensuring all records are accurate, complete and up to date. Coordinate with the section Secretary to ensure physical files are maintained in parallel.

• Ensure that Administration accounts are provided with accurate and timely data on Local Agent salaries, social security contributions, medical expenditure and entitlements, in compliance with applicable regulations.

• Administer CSISLA medical reimbursement requests for Local Agents through the LA Medical application, ensuring all submissions comply with the relevant EU Delegation guidelines.

• Manage the E-TIM application for Local Agent time management, ensuring all profiles reflect the correct leave entitlements, encoding official public holidays, and updating the system to reflect new recruitments and departures.

• Provide guidance and support to colleagues navigating employment separation procedures, whether due to retirement, resignation or contract expiry, ensuring compliance with EU procedures and Zambian labour law.

2. Petty Cash Payments and Budget / Finance

• Disburse petty cash payments by completing Voucher Receipt forms, verifying that the relevant invoice is attached, and maintaining an accurate and up-to-date Cash Journal.

• Present the Cash Journal and petty cash box to the Head of Administration for bi-weekly or monthly verification.

• Assist the Administration Accounts team in preparing the Delegation’s annual operating budget estimates in a timely manner.

• Monitor, adjust and verify the execution of the authorised budget throughout the year; support the Head of Administration during the mid-year budget review.

• Record Non-Compliant Expenditure (NCEs) and exceptions related to procurement and HR matters.

• Upload all relevant supporting documents into the EPC system in a timely manner.

3. Procurement

• Manage the full procurement life cycle for very low, low and middle value tenders, from needs identification through to contract signature, ensuring all procedures are conducted in strict compliance with applicable EU Financial Regulations and EEAS guidelines.

• Proactively monitor contract expiry dates and ensure that renewal or replacement tenders are initiated well in advance, avoiding any gap in service or operational disruption.

• Register all new contracts and order forms in the LCK application and actively monitor contract consumption to ensure expenditure remains within authorised limits.

• Prepare and submit to the Head of Administration, before the end of November each year, a comprehensive forecast of tenders to be launched in the following calendar year. Monitor the preparation and publication of tenders, ensuring alignment with the latest EU Financial Regulations, RAP, procedure ceilings, EEAS Zone instructions & templates, through to contract conclusion.

• Register the annual procurement forecast in the PPMT application and monitor its implementation throughout the year.

4. Infrastructure – Lease contract management for Residence, Expat accommodations & offices.

• Introduce all rental contracts and supporting documents into the IMMOGEST application in a timely and accurate manner, in compliance with EEAS property management procedures.

• Proactively monitor upcoming contract renewal dates for the Residence, offices and Annex building, and issue timely reminders to relevant colleagues to ensure renewals or termination notices are actioned within the required timeframes.

• Maintain well-organised and regularly updated physical contract files for all properties, ensuring they are audit ready.

5. Administrative Support

• Provide comprehensive administrative assistance to the Head of Administration as and when required.

• Assume the role of Imprest Account Holder and deputise for the Head of Administration during any absence, ensuring that all established procedures and financial controls are adhered to without interruption.

• Provide coverage for the Administration Section Secretary during any period of absence, ensuring continuity of service.

6. Other

• Any other administrative and support tasks assigned by the Head of Administration.

• Regularly monitor the EU Delegations Guidelines for updates relating to HR decisions, procurement regulations or administrative procedures, and flag relevant changes to the team.

The base salary will be determined in accordance with the candidate’s relevant and verified professional experience and will typically start from ZMW 39,884 per month. In addition, the EU Delegation offers a competitive benefits package, subject to eligibility conditions, which includes paid annual leave, recognition of Zambian public holidays, comprehensive health insurance coverage, and a retirement savings plan.

The expected start date will be September 2026.

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

• Diploma in business administration, human resources, procurement, finance or any other field relevant to the tasks to be performed.

• A minimum of three (3) years of relevant professional experience in administrative, HR, financial or procurement support roles, preferably in an international or diplomatic environment. The required work experience must be acquired after obtaining the relevant diploma.

• Very good computer skills (Word, PowerPoint, Excel, Outlook, Webex and MS Teams).

Assets / selection criteria 

• University degree in business administration, human resources, procurement, finance or any other field relevant to the tasks to be performed will be considered an asset.

• Experience in HR management, including recruitment processes, personnel file management, and staff separation procedures.

• Basic accounting skills and experience in petty cash management will be considered an asset.

• Experience in procurement procedures, including tender preparation, contract management and the use of procurement planning and monitoring tools.

• Familiarity with EU administrative and financial regulations, including EEAS guidelines and procedures applicable to EU Delegations, will be considered an asset.

• Familiarity with Zambian labour legislation and employment regulations will be considered an asset.

• Prior experience working within an international organisation or diplomatic mission in a comparable administrative role will be considered an asset.

The process

Following the application deadline, all eligible submissions will be assessed for eligibility by the Selection Committee appointed for this purpose.

Depending on the number of applications received, successive phases of the selection process may include: shortlisting of candidates based on the information provided in the cover letter and CV; practical testing; and interviews. The two or three highest-scoring candidates will be invited to the final interview.

Only candidates admitted to each successive phase of the selection process will be contacted individually. Once the recruitment procedure is concluded, the Delegation will use the same publication channels as this notice to inform all remaining candidates of the outcome.

The Delegation will not provide additional information on the selection procedure. During the process, candidates must not contact members of the Selection Committee directly. All enquiries should be addressed to the Delegation’s Administration Section.

EQUAL OPPORTUNITIES: 

The European Union is fully committed to an equal opportunities policy for all employees and applicants. As an employer, the EU actively promotes gender equality and does not tolerate discrimination on any grounds, including gender, nationality, racial or ethnic origin, religion or belief, disability, age, or sexual orientation. The EU Delegation warmly welcomes applications from all qualified candidates, regardless of background, and is committed to building a team that is truly representative of the diverse society it serves.