Administrative Assistant

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Administrative Assistant

13.04.2026 Expired

Teaser

The European Union Delegation to Japan is looking for one: Administrative Assistant

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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 organisations. Abroad, the EU is represented through more than 140 diplomatic representations, known also as EU Delegations, who have a similar function to those of an embassy.

The EU Delegation to Japan was established in 1974 with the objective of fostering closer ties between the European Union and Japan.

We offer

We offer a post of Administrative Assistant (Local Agent Group II). Under this post, the recruited person will be attributed functions depending on the needs of the Delegation. The successful candidate will serve under the supervision and responsibility of the Head of Administration Section. The post will open from 1 November 2026.

In Particular The Tasks Will Include, Among Others

• assisting in planning, and general routine matters regarding human resources management in the Delegation
• identifying the needs and suggesting new or modified human resources practices
• supporting the recruitment and selection procedures and updating/managing all the personnel data in HR IT applications (HR HUB)
• managing the time management system (e-TIM) by keeping the correct and updated information
• Payroll management for local agents in HR IT applications: to calculate/review entitled benefits, salaries etc. + periodical reporting to authorities, and to create Payslips in HR HUB Payroll & SUMMA
• management of the salary calculation software licensed by the Japanese authority (Kyuyo Bugyo) by keeping the necessary information updated with the external service provider
• management of social insurance and taxation for local agents
• management of Traineeship and Temporary Workers recruitment where necessary in the Delegation in good coordination with the sections and the external service providers
• responsible for the procurement procedures and payments for the external service providers
• deputizing the Head of Administration during absences
• Other ad-hoc tasks assigned by the Head of Administration

The job will be carried out in the EU Delegation premises in Tokyo with a working time of 37.5 hours / week. The basic monthly salary will depend on relevant and verified employment experience, typically starting from JPY 548,091 to maximum JPY 973,545. There is a competitive benefits package, including bonuses, housing and transportation allowances, paid leave days and public holidays, full benefit of Japanese social insurance and the additional pension scheme.

The contract will be limited to three years.

Selection Criteria

Minimum Requirements

• Medically fit to perform the required duties.
• Enjoy civil rights and permits for employment under local law.
• Excellent knowledge of English (C1 level) and native level of Japanese language (C2 level).
• A university degree.
• At least 3 years' of experience of administration, with knowledge on HR being an asset
• Highly discreet in managing sensitive information
• Sound knowledge of Japanese social insurance and taxation system.
• Experience or knowledge in handling Kyuyo Bugyo software.
• Excellent command of MS Office (Outlook, Word, Excel, PowerPoint) and the use of EU internal and external web-tools.

Knowledge and expertise in the following areas would be considered as an asset:

• Knowledge on human resources.
• Work experience in a multi-national environment or a foreign entity (embassy, foreign company, international organisation).
• Knowledge of EU institutions.
• Knowledge of e-TIM, HR HUB, and SUMMA.

How To Apply

Please send your application and supporting documents by email to [email protected] to :

Head of Administration Admin Secretary recruitment. The application should include a cover letter including a list of references of previous employers specifying contact details (company/institution, position, email and telephone number) and a detailed CV. Other supporting documents can also be attached with the application.

The EU Delegation will not supply additional information or discuss the selection procedure by telephone or in person: Please address any queries concerning this procedure to

[email protected] .

The procedure

• After the deadline for applications, the applications will be reviewed by a Selection Committee set up for this purpose. The Selection Committee will prepare a short-list of candidates who are considered to be the most suitable for the post on the basis of a preliminary assessment of the information provided in their application letter and the supporting documents. The short-listed candidates will be invited to a selection process in which the knowledge of the applicant in the relevant field will be tested.
• The candidates who have not been short-listed will not be contacted individually; However, the Delegation will use the same means of publication as for this Vacancy Notice to inform the remaining candidates once the recruitment procedure has been completed and that a candidate has (or has not) been recruited.

Deadline for applications: 24 April 2026 (C.O.B. Japan time)