The Embassy of the Grand Duchy of Luxembourg in London (United Kingdom) is recruiting 1 administrative assistant (m/f) Fixed-term contract with 40 hours per week or part time We are currently seeking an administrative assistant to support our team in administrative and organizational tasks. The position is available either on a part-time or full-time basis, under a fixed-term contract. As an administrative assistant, you will be responsible for supporting the efficient day-to-day operations of the Embassy, including accounting, financial management, and general administration. You will assist in verifying and processing invoices, maintaining accurate financial and administrative records, and monitoring budgets and contracts. Under the supervision of the Head of mission, you will contribute to the smooth running of the Embassys offices and premises, coordinate maintenance activities and service providers, and support the organisation of meetings and official events. The position also requires the ability to oversee and supervise works and repairs undertaken at the Embassy, ensuring that they are carried out effectively and to a high standard. The position includes the following tasks: Assistance in accounting and financial management: Verify, record, and process invoices, payment requests, and reimbursements; Maintain accurate and up-to-date accounting records, including balance sheets and supporting documentation, ensuring systematic filing and organization; Prepare and monitor budget requests, authorizations, and credits, ensuring expenditures remain within approved limits; Contribute to financial forecasts, cash-flow planning, and year-end closing; Ensure the timely execution and follow-up of all Embassy payment operations, supplier invoices, and maintenance or service contracts. Assistance in administrative support: Provide administrative and clerical assistance to the Head of mission; Manage the Embassys correspondence, telephone calls, and general requests, ensuring efficient prioritization, tracking, and timely follow-up; Handle document preparation, typing, filing, and record management with accuracy, discretion, and confidentiality; Maintain office supplies, inventories, and service provider relations to ensure the smooth operation of the Embassy; Provide logistical and administrative support for the planning and organization of meetings, visits, and official events. Assistance in building and facilities management: Ensure that the Embassy building and the Ambassadors Residence are properly maintained and secure; Identify maintenance and repair needs, obtain supplier quotations, and prepare funding requests for approval by the Ministry of Foreign and European Affairs, Defence, Development Cooperation and Foreign Trade; Supervise and monitor approved works and service contracts, ensuring compliance with timelines, budgets, safety regulations, and quality standards; Maintain accurate records of maintenance activities, contracts, and outstanding technical issues, and liaise with contractors, service providers, and local authorities as required; Liaise with contractors, service providers, and relevant authorities ; Oversee building utilities, equipment, and systems, and carry out administrative or clerical tasks as assigned by the Head of mission; Perform any other administrative or technical tasks as assigned by the Head of mission. Your profile: You are fluent in English, spoken and written; You have numeracy skills and attention to detail, with the ability to process financial and administrative data accurately; You know how to use MS Office; You are organised, methodical, and able to maintain accurate records and structured filing systems; You are an excellent communicator and can deal confidently and courteously with colleagues, suppliers, and service providers; You take initiative and demonstrate good judgment when prioritising multiple tasks; You understand the importance of confidentiality, accuracy, and compliance with administrative and financial procedures; You are reliable and proactive in following up on administrative and financial matters within given deadlines; You can coordinate logistics for meetings, visits, and events, ensuring smooth organisation and attention to detail.