Duties and Responsibilities

Processes invoices, project advance requests, project expenditure reports etc.; Assists with expenditure control, advising team members on possible cost saving measures; Prepares and supports the administration and performance management of Contracts and Agreements for service providers and/or partner organizations; Organizes and coordinates logistical arrangements for meetings, conferences and workshops (obtaining quotes and booking venues, liaising with attendees, organizing travel, etc…). Assists with the preparation of meeting materials; Organizes Brussels Office staff travel including cost control, travel advances, travel claims and other associated issues; when applicable, assists external consultants; Assists with the registration of internal/external communications and institutional documents, in liaison with the Archivist in Stockholm; Registers all personnel leave requests, in liaison with Human Resources in Stockholm; Assists with the update and maintenance of the Institute’s internal website for all Brussels Office-related information.

General Profile

Has developed knowledge and skills through formal training or work experience; Adds value to team-based activities in his/her unit; collaborates with other entities of the Institute as required; Follows internal procedures to ensure high standards of performance and compliance with Institutional guidelines; Integrates a gender and diversity perspective in all activities.

Functional Knowledge

Has established skills to perform a range of day-to-day activities.

Operational Knowledge, Skills and Experience

Integrates a results-based management approach into his/her activities; Understands how the assigned duties relate to others in the team and how the team integrates with others throughout the project; Illustrates integrity, a collaborative spirit, a sense of achievement, and an understanding of risk management.

Leadership

Provides solutions to problems in situations that are atypical or infrequently occurring based on practice and existing precedents or procedures.

Problem Solving

Recognizes and solves typical problems that can occur in own work area; evaluates and selects solutions from established options.

Impact

Has an impact on the programme development and delivery through the quality of the services or information provided.

Communication and Interpersonal Skills

Liaises regularly with all internal and external stakeholders involved in his/her projects; Acts in all assignments with personal energy and engagement.

Education and Experience

A minimum of two to three (2-3) years’ experience within a similar role; High school diploma and preferably business and/or secretarial education; university background is considered an advantage; Fluency in English and French; Experience of working in an international context, e.g. in an intergovernmental organization, considered an advantage.

Terms of Contract

Two (2) year appointment, part-time (20 hours per week); Tax exempt salary circa EUR 1 300 per month;