The European Union Delegation to the United Nations, New York is looking for an:
Administrative Assistant, Human Resource Management for 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 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.
As a UN observer with enhanced status, the EU coordinates the 27 EU Member States so as to speak with one voice. The EU also works closely with the UN Secretariat and its Agencies, funds & programs, partnering on a range of global issues and challenges.
We offer
We are looking for an enthusiastic and service-minded candidate to fill the post of Administrative Assistant, HR (Local Agent Group II) in the Delegation’s Administration Section. The team consists of 13 people. The Administrative Assistant will be under the supervision and responsibility of the Head of Administration (HoA) and will be assigned the following main tasks and duties:
- Coordinate Administrative procedures (recruitment of Local Agents, Temporary Local Staff, Domestic Staff);
- Follow up with HQ for Seconded Nation Experts' Job postings, end or extension of secondment and all related issues;
- Contract housekeeper for the residence of the Head of Delegation and Deputy Head of Delegation (contract, medical insurances, visa, registration UN);
- Prepare and follow-up contractual matters for local staff, coordination of legal aspects of employment contracts in close cooperation with the Head of Administration/Deputy Head of Administration and Legal Advisor;
- Prepare Salaries and Payroll for Local Agents, Seconded National Experts, Trainees, Temporary Local Staff;
- Act as contact point for the human resources unit on all Local staffing questions in the Delegation;
- Manage the e-TIM application for local staff, temporary staff and trainees, including managing the staff configuration/work and rights patterns;
- Monitor the overtime of LA during UNGA and monthly driver’s overtime;
- Drafting of Administrative notes related to HR;
- Acting as Initiating Agent for all staff expenses related to the management of local staff;
- Assisting with annual negotiations of Medical insurances (medical, dental, vision, STD/LTD/life) and enrollment of new employees in the Retirement fund;
- Welcome package for the new officials on board and check list for departing officials;
- Contacts with US authorities and institutions on staff matters such as change/renewal of visas, employment authorizations;address, title, blue book, tax exemption form, driver’s license, license plates, parking decals, diplomatic IDs, UN badges, registration of cars, cancellation/extension of visas and any unforeseen other issues, accreditation, end of contracts.
This job function may be slightly modified in accordance with the needs of the Delegation.
We offer a collegial atmosphere in an international environment and work in close coordination with the Administration team in supporting colleagues across the EU Delegation. The office is located at 666 Third Avenue, New York, NY 10017.
Salary range is dependent on relevant and verified employment experience, starting from $86K (3 years of experience), $92K (6 years of experience), $100K (10 years of experience) etc.
There is a competitive benefits package including personal leave days and public holidays, flexible working hours, health and dental insurance and a retirement savings plan. Working hours are 37.5 per week.
The expected start date will be August 1st, 2024
We look for
- Post-secondary education diploma
- 3 years of progressive experience in HR;
- Experience working for an embassy, delegation, or international organization preferred;
- Must be self-directed and a quick learner. Discretion and time management skills are essential. Sense of responsibility;
- Good knowledge of office administration;
- Excellent organizational skills;
- Excellent communication skills and a team player;
- Flexibility with working hours;
- Highly Proficient knowledge of written and spoken English;
- Thorough knowledge of French;
- Ability to work calmly under pressure and autonomously;
- Excellent knowledge of Microsoft Office (Word, Excel, Outlook, etc.);
It is important to note that the Delegation of the European Union to the United Nations does not sponsor visas for Local Agents. Applicants must have an existing and valid US work authorization that does not require sponsorship by the Delegation.
How to apply
Please submit your application including a cover letter and resume via the Indeed.com website (Reference EUNYC03/2024) by Sunday, July 7th at 5 PM (EST). Create your resume online via the free Europass format CV (https://europa.eu/europass/en). Only complete applications and a Europass CV received through Indeed.com will be considered.
The Delegation will not supply additional information or discuss the selection procedure by telephone: please address any queries concerning this procedure to Delegation-New-York-Jobs mailbox.
The process
After the deadline for applications, the applications will be reviewed by a Selection Panel set up for this purpose. The Selection Panel will prepare a shortlist of candidates who are considered the most suitable for the post based on a preliminary assessment of the information provided in the cover letter and resume. The shortlisted candidates will be invited to an assessment phase which will include an interview. During this phase, the Selection Panel will assess the suitability of the candidates for the post.
; however, the Delegation will use the same means of publication as for this Vacancy Notice to inform the remaining candidates once the recruitment procedure has been completed and that a candidate has (or has not) been recruited.
The deadline for applications is Sunday, July 7th, 5 PM (EST).
Job Type: Full-time
Pay: $86,000.00 - $100,000.00 per year
Schedule: Monday to Friday
Work Location: in person
Job Types: Full-time, Contract
Pay: $86,000.00 - $100,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Flexible schedule
- Health insurance
- Paid time off
- Vision insurance
Schedule:
- 8 hour shift
- Monday to Friday
Application Question(s):
- How is your previous experience relevant to this role? Why are you a good fit for this job?
Experience:
- relevant: 3 years (Preferred)
Work Location: In person