Administrative Assistant

Administrative Assistant Opportunity in Lusaka

The Delegation of the European Union to Zambia and COMESA in Lusaka is seeking a dedicated professional to join their team as an Administrative Assistant. This role offers a unique chance for candidates looking for administrative assistant jobs in Lusaka within an international diplomatic mission committed to fostering cooperation between the European Union and Zambia.

About the Delegation of the European Union to Zambia and COMESA

The European Union (EU) is a political and economic partnership of 27 European countries. It actively participates in global diplomacy, trade, and development initiatives. The EU Delegation in Lusaka functions as a full diplomatic mission, representing the EU in its relations with the Government of Zambia and COMESA across a broad range of sectors. The Delegation works closely with the Embassies and Consulates of the EU Member States to promote shared objectives.

Position Overview: Administrative Assistant in the Administration Section

This full-time position is part of the Administration Section, which comprises eight team members. Reporting directly to the Head of Administration, the successful candidate will provide essential operational support and expert knowledge across multiple administrative domains. Responsibilities may evolve to meet the Delegation’s changing needs.

Key Responsibilities for Administrative Assistant Jobs in Lusaka

• Human Resources Management: Oversee the full recruitment cycle for Local Agent positions, maintain personnel files, administer medical reimbursements, manage timekeeping systems, and support employment separation procedures in compliance with EU and Zambian regulations.
• Financial Administration: Manage petty cash disbursements, maintain cash journals, assist with budget preparation and monitoring, record non-compliant expenditures, and ensure timely document uploads to financial platforms.
• Procurement: Handle the procurement cycle for tenders of low to middle value, monitor contract expiries, register contracts, and prepare procurement forecasts in line with EU financial regulations and EEAS guidelines.
• Infrastructure Management: Administer lease contracts for residences, expatriate accommodations, and offices, ensuring compliance with property management procedures and maintaining audit-ready contract files.
• Administrative Support: Provide comprehensive assistance to the Head of Administration, act as Imprest Account Holder when required, and cover for the Administration Section Secretary during absences.
• Continuous Improvement: Stay updated on EU Delegations Guidelines and inform the team of relevant changes in HR, procurement, and administrative procedures.

Qualifications and Experience

• Diploma in business administration, human resources, procurement, finance, or a related field.
• At least three years of relevant professional experience in administrative, HR, financial, or procurement roles, preferably within international or diplomatic environments, gained after obtaining the diploma.
• Proficiency in Microsoft Office applications (Word, PowerPoint, Excel, Outlook) and communication tools such as Webex and MS Teams.

Preferred Assets

• University degree in a relevant discipline.
• Experience managing recruitment, personnel files, and employment separation procedures.
• Basic accounting knowledge and petty cash management experience.
• Familiarity with procurement processes, including tendering and contract management.
• Knowledge of EU administrative and financial regulations and EEAS guidelines.
• Understanding of Zambian labour laws and employment regulations.
• Previous experience in international organizations or diplomatic missions.

Compensation and Benefits

The starting base salary typically begins at ZMW 39,884 per month, commensurate with verified professional experience. The Delegation offers a competitive benefits package subject to eligibility, including paid annual leave, recognition of Zambian public holidays, comprehensive health insurance, and a retirement savings plan.

Expected start date: September 2026.

Application Process for Administrative Assistant Jobs in Lusaka

Interested candidates should submit a cover letter and a curriculum vitae in Europass format via email to:

eeasjobs-060@eeas.europa.eu

Applications must be received no later than 16 July 2026 at 17:00 Zambian Time. Only complete applications submitted through the designated mailbox will be considered. Late or incomplete submissions will not be processed.

The recruitment process includes eligibility screening, potential practical testing, and interviews. Successful candidates will undergo medical and background checks before appointment.

Equal Opportunities Commitment

The European Union Delegation is committed to equal opportunities for all applicants and employees. The EU promotes gender equality and prohibits discrimination based on gender, nationality, ethnicity, religion, disability, age, or sexual orientation. Applications from all qualified candidates are warmly welcomed.