The European Union Delegation to Switzerland and to the Principality of Liechtenstein, located in Bern, is looking for an Administrative Assistant
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 EU Delegation to the Switzerland (Bern) works in close coordination with the Embassies and Consulates of the 27 EU Member States. We are a fully-fledged diplomatic mission and represent the European Union in dealings with the Swiss government in areas that are part of the EU’s remit.
We offer
The post of Administrative Assistant(LA-2 post no 294174) in the Delegation’s Administration Section.The Common Administration Section in Geneva will support the Administrative Assistant both remotely and with missionsto Bern. The position occasionally requires work outside of standard office hours. Under this post, the recruited person will be attributed functions depending on the needs of the Delegation, and on the changes of these needs. The successful candidate will serve under the supervision and responsibility of the Head of the Administration located in Geneva, providing support, expertise and assistance in areas such as human resources, infrastructure, procurement, budget, assets management, protocol and security.
We offer a workplace of a multinational team of local and expatriate staff members where proactivity and an open mind are expected. Work-life balance is assured in the frame of a flexible working time scheme, which also takes into account an occasional peak in the workload (e.g.reporting deadlines,recruitment, etc.). Place of employment is Christoffelgasse 6, CH-3011, in Bern, at the premises of the EU Delegation to Switzerland.
Tasks will include, but are not limited to the following:
Administration management:
Human resource management:
- Management of personnel files for the local agents (including registration of sick leave and other absences in e-tim)
Assist in the recruitment process of local agents: publication, selection and recruitment
including creation of personnel file in e-del-HRM, HR-Delegation;
- Ensure that correct procedures are carried out for all HR-related matters;
- Assist in end-of-contract procedures for departing local staff;
- Monitor changes in local labour law;
- Process monthly payroll with the assistance of the HQ;
Liaise with external medical providers and organize the periodical medical checks for local
staff;
Co-ordinate training requests and assist in elaboration and implementation of annual
training plan;
- Management of HR files of trainees including execution of related payments
- Contribute to the selection and recruitment of temporary/interim workers;
Budget, finance and contract management:
- Ensure compliance with the Financial Regulations, local laws and internal regulations;
Assist in the management of the annual administrative budget, preparation adjustments and monitoring of its execution; including financial commitments and payments
Provide assistance for the launch and follow-up of procurement procedure until the award of the contract;
Assist in management of contracts, preparation of specific order forms under framework
contracts;
- Verification and settlement of mission expenditure including validation in MIPS;
- Participate in the preparation of the annual budget revision;
Encode and verify in ABAC/SUMMA/P2P workflow all information required for payments
(invoice/legal entity/bank account);
Act as initiating agent in ABAC/SUMMA/P2P workflow for all financial transactions throughout
the entire process, from the receipt of the invoice till the archiving of documents;
Infrastructure/Logistic
Protocol
- Assist in protocol matters for international staff and communication with the State’s protocolauthorities to deal with administrative issues (visas, immunities, value-added tax, legitimation cards);
We offer an initial fixed-term employment contract of two years, with a possibility of renewal under reserve of budgetary availabilities and operational considerations. The probationary period is 3 months. Employment condition is on full time basis, with 37.5 hours per week, from Monday to Friday.
The base salary will depend on relevant and verified employment experience, typically starting from 7,524 CHF (LA II). There is a competitive benefits package, subject to certain conditions, including personal leave days and public holidays and a retirement savings plan. Health insurance includes insurance against accident (LAA) and partial refund of LAMAL.
The expected start date will be 01/01/2026.
Minimum requirements/eligibility criteria
- Medically fit to perform the required duties;
- Enjoys civil rights and permits for employment under local law;
- Completed secondary school;
- Advanced level knowledge of German and French (C1 level or equivalent);
- Excellent computer skills (Microsoft Office suite);
- Minimum of 3 years of relevant professional work experience after obtaining diploma;
- Proactive, team player, ready to assist others, organizational skills flexibility in response to internal and external changes.
Assets / selection criteria
How to apply
Please submit your application no later than 31/07/2025 at 24h00 local time. Applications can be submitted in English or French. Indicate in the subject of the email “Vacancy JP/08796''.
Your application must include:
Only complete applications received by the deadline will be considered. The successful candidate will be subject to a medical and background check.
The process
After the deadline for applications, the eligible applications will be admitted to the Selection by the Committee set up for this purpose.
Depending on the number of applications received, successive phases of Selection may include
shortlisting of candidates based on assessment of the information provided in the cover letter, CV, practical testing and interviews. Best candidates will be invited to the final interview.
Only candidates admitted to each successive selection phase will be contacted individually. The
Delegation will use the same means of publication as for this job advertisement to inform the
remaining candidates once the recruitment procedure has been completed and that a candidate has
(or has not) been recruited.
The Delegation will not supply additional information or discuss the selection procedure. During the selection process, please do not contact the members of the Selection Committee, but address your questions and comments to the Delegation’s Administration. EQUALOPPORTUNITIES:
The European Union is committed to an equal opportunities policy for all its employees and applicants for employment. As an employer, the EU is committed to promoting gender equality and to preventing discrimination on any grounds. It actively welcomes applications from all qualified candidates from diverse backgrounds. We aim at a service which is truly representative of society, where each staff member feels respected, is able to give their best and can develop their full potential.