Administrative Assistant

The European Union Border Assistance Mission at the Rafah Crossing Point – code name EUBAM Rafah – was launched on 24 November 2005, to monitor the operations of the border crossing point between the Gaza Strip and Egypt, after Israel and the Palestinian Authority concluded an Agreement on Movement and Access on 15 November 2005. The Council of the European Union welcomed the Agreement and approved that the EU should undertake the third-party role proposed.

The Mission is currently seeking for a candidate to fulfil the position of Administrative Assistant to be recruited as soon as possible.

Position reference: MSDL 02

Organizational Unit: EUBAM-RAFAH, Administration Department.

Duty Station: Ramat Gan-Tel Aviv

Reporting Line:  Head of Mission Support Department

Contract Regime: PA Local Contractual Staff

Number of Posts: 1.

Main Tasks and Responsibilities
• To provide general administrative support to the Mission Support Department (MSD);
• To collect relevant information to draft minutes, reports as required;
• To coordinate with other departments to ensure smooth administrative workflows;
• To maintain organized filing systems for finance and procurement documentation;
• To assist in registering and processing invoices, payment documentation, bank transfers
and follow-up on payment status;
• To support in managing petty cash;
• To support in preparing VAT refund documentation and liaising with relevant authorities;
• To assist the Procurement unit in conducting market surveys, and gathering quotations,
prepare procurement documentation and assist in launching tender;
• Follow up on procurement processes, including invoice handling and payment after
goods/services are accepted;
• Liaise with vendors and service providers as needed;
• To perform any other duties as required by the Line Manager.

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Qualifications and Experience:
• Successful completion of a minimum level of secondary education and/or equivalent
professional administration, procurement, finance trade, attested by a diploma.
• Minimum of 3 years of relevant experience in administrative, finance, or procurement
functions.
• Familiarity with procurement and financial procedures in an international or missionbased environment is an asset.
• Proficiency in MS Office Suite (Excel, Word, Outlook, PowerPoint); experience with
accounting or ERP systems is desirable.
• Strong organizational and multitasking skills with attention to detail.
• Ability to work independently and as part of a team in a multicultural environment.
• Excellent communication skills in English and Arabic; Hebrew is an advantage.
• Valid driving license in area of operations.

For detailed job descriptions and application form, please visit EUBAM RAFAH’s website, section Job Opportunities - Local and International:

www.eeas.europa.eu/eeas/eeas-vacancy-announcement-multiple-sections-eubam-rafah_und_en

Application procedure:

General rules for the applications to be considered - candidates shall:

• use and duly complete the EUBAM RAFAH application form provided on the official website or the application will not be considered;

• send the application by email to: [email protected]

• the subject of the email should include reference number followed by candidate’s name in capital letters (i.e: MSDL03/04_FIRST NAME_LAST NAME).

Applications not fulfilling the criteria above, incomplete or sent after the closing date will be disqualified.

Applicants are strongly advised not to wait until the last day to submit their applications, since heavy internet traffic or a fault with the internet connection could lead to difficulties in submission. EUBAM RAFAH cannot be held responsible for any delay due to such difficulties. 

Furthermore, please be aware that:

• if at any stage during the selection procedure it is established that any of the information provided by a candidate is incorrect, the candidate in question will be disqualified. 

• due to high number of applications usually received, only shortlisted applicants for the next phase of the selection process shall be contacted. 

• the selected candidates will be employed provided that they submit a medical fit for work certificate and criminal record’s clearance. 

IMPORTANT INFORMATION FOR THE APPLICANTS

Applicants are reminded that the selection committee’s works are confidential. It is therefore forbidden for the applicants to make direct or indirect contact with the selection committee members or to ask anybody to do so, on their behalf.