Administrative Assistant in the Administration Section

Overview

The European Union Delegation to Zambia & COMESA in Lusaka is seeking an Administrative Assistant to join their Administration Section. This role operates within a diplomatic mission representing the EU in interactions with the Zambian Government and COMESA, covering a broad range of administrative tasks essential to smooth office operations.

Key Responsibilities

• Handle comprehensive HR duties including managing the full recruitment cycle for Local Agent roles: preparing job ads, updating descriptions, compiling dossiers, drafting reports and contracts, and maintaining electronic HR platform records.
• Maintain and update personnel files both digitally and physically, ensuring all HR records are accurate and current.
• Provide timely and accurate data to the Administration accounts for salary-related matters, social security, medical claims, and entitlements.
• Process medical reimbursement requests according to EU Delegation guidelines using specialized applications.
• Manage Local Agent time tracking systems, updating leave entitlements, holidays, and personnel changes.
• Advise and support staff during employment separation procedures in compliance with EU and Zambian labor laws.
• Manage petty cash payments by verifying vouchers, maintaining cash journals, and submitting records to the Head of Administration.
• Assist in preparing annual budgets, monitor budget execution, and support mid-year reviews.
• Record and report any non-compliant expenditures concerning procurement and HR.
• Oversee procurement processes for low to medium value contracts, ensuring compliance with EU financial regulations and EEAS guidelines, including proactive contract renewals to avoid service interruptions.
• Manage lease contracts for residences and offices, maintaining records, tracking renewals, and ensuring audit compliance.
• Provide direct administrative assistance to the Head of Administration and act as deputy for financial controls when required.
• Cover for the Administration Section Secretary during absences to maintain continuity.
• Keep abreast of EU Delegation guidelines updates and inform relevant team members accordingly.

Qualifications and Experience

• Diploma in business administration, human resources, procurement, finance, or related fields required.
• At least three years of relevant experience in administrative, HR, financial, or procurement roles, ideally within international or diplomatic environments, post-diploma.
• Strong computer skills, including Word, PowerPoint, Excel, Outlook, Webex, and MS Teams.
• Preferred qualifications include a university degree in relevant fields and experience with HR management, petty cash handling, procurement procedures, and familiarity with EU financial and administrative regulations.
• Knowledge of Zambian labor laws and previous experience in diplomatic missions or international organizations is advantageous.

Salary and Benefits

The starting monthly salary is anticipated at ZMW 39884, adjusted based on validated professional experience. The package includes paid annual leave, recognized public holidays in Zambia, health insurance, and a retirement savings plan subject to eligibility.

Additional Information

• Work occasionally involves atypical hours.
• The team comprises 8 members with oversight from the Head of Administration.
• The contract commencement is expected in September 2026.
• Applicants must submit a detailed application including a cover letter and Europass CV by July 16, 2026.
• Selection involves eligibility checks, potential practical tests, and interviews; pre-employment medical and background checks apply.
• The EU Delegation is an equal opportunity employer, welcoming diverse applications without discrimination.