Administrative Assistant – Facility Management (Local Agent Group II)

About the role

The EU Delegation to China is looking for a highly skilled Administrative Assistant (Local Agent Group II) to manage its facilities. Reporting to the Head of Administration, the incumbent will ensure that office and residential buildings are safe, functional and aligned with the Delegation’s operational needs.

Key responsibilities

• Develop and implement a comprehensive maintenance programme for all facilities, coordinating repairs, renovations and upgrades.
• Conduct regular inspections, identify issues early and support long‑term infrastructure planning.
• Optimise space layout and utilisation, planning reconfigurations and furniture allocation as required.
• Source, negotiate and manage external service providers, overseeing cleaning, security, landscaping and other contracted services.
• Prepare and monitor the facility budget, analyse variances and implement cost‑saving measures.
• Ensure compliance with health and safety regulations, organise drills and training for staff.
• Identify and implement environmental sustainability initiatives, including energy‑efficiency and waste‑reduction programmes.
• Develop emergency response and business continuity plans to address potential disruptions.

Required profile

• Proven experience in facility management or a related administrative role.
• Ability to design and oversee maintenance programmes and conduct proactive inspections.
• Strong organisational skills for space planning and vendor coordination.
• Experience managing budgets and implementing cost‑control measures.
• Knowledge of health, safety and environmental regulations.
• Capability to develop emergency response and business continuity procedures.
• Excellent communication skills and ability to work under the supervision of the Head of Administration.

Required skills