Administrative Assistant – Administration Section

About the role

The European Union Delegation to Zambia is seeking an Administrative Assistant to join its Administration Section. Working under the direct supervision of the Head of Administration, you will provide expert support and operational assistance across a range of HR and finance functions within a team of eight professionals.

Key responsibilities

• Manage the full recruitment cycle for Local Agent positions, including job posting authorisation, dossier preparation, selection notes, evaluation reports, contracts and data entry into e-Del-HRM and the HR Delegation platform.
• Maintain Local Agent personnel files in the HR HUB application and ensure parallel physical filing with the section secretary.
• Provide accurate salary, social security, medical and entitlement data to Administration accounts in line with EU and Zambian regulations.
• Process CSISLA medical reimbursement requests via the LA Medical application.
• Oversee time‑management records in the E‑TIM system, updating leave entitlements, public holidays and new recruitments.
• Guide colleagues through employment separation procedures, ensuring compliance with EU procedures and Zambian labour law.
• Disburse petty‑cash payments by completing voucher receipt forms and verifying supporting documents.

Required profile

• Experience in administrative or HR support within a multinational or diplomatic environment.
• Familiarity with EU procedural requirements and Zambian labour legislation.
• Strong attention to detail and ability to manage multiple records and deadlines.

Required skills

• Proficiency with e‑Del‑HRM system.
• Proficiency with HR HUB application.
• Proficiency with LA Medical application.
• Proficiency with E‑TIM time‑management system.

What we offer

• Opportunity to work in a dynamic diplomatic mission representing the European Union.
• Collaboration with a diverse team of eight professionals.
• Exposure to a broad range of administrative, HR and finance functions.