Administrator CEPIS

Administrator (full time)

The Administrator shall be based in Brussels and provide administrative and office support to the Council of European Professional Informatics Societies (CEPIS) and ECDL Foundation, the certifying authority of the leading international computer skills certification programme – ECDL / ICDL.

Reporting directly to the Secretary General, the Administrator shall be responsible for the various elements of the job description listed below. The duties outlined are not exhaustive and the incumbent will be expected to undertake additional duties as reasonably directed by the Secretary General and/or the Chief Executive Officer.

Key Responsibilities

- Day-to-day office administration (represents 80% of the role):

• Manage and track invoices, purchase orders and payments
• Monitor and maintain internal meeting schedule and office events calendar
• Arrange refreshments for in-house meetings and welcome guests
• Maintain meeting rooms and common areas
• Maintain an adequate inventory of office supplies, place orders as necessary
• Carry out general clerical duties (filing, copying, faxing, mailing)
• Create and maintain electronic and hard copy records and files
• Make travel and accommodation arrangements
• Prepare timesheets

- Write short articles for newsletter, compile and format newsletter, send final newsletter mailshot on a monthly basis

- Upload information to various websites as requested. Knowledge of HTML beneficial but not required.

- Maintain & update distribution lists for various publications

- Monitor general incoming emails regularly as back-up to Communications & Policy Officer

- Compile case studies

- Carry out research & produce reports as requested

- Provide logistical and administrative support in the organisation of both in-house events and external events locally and abroad

- Maintain website with up-to-date information and events

- Follow internal procedures for records retention and other required processes

- Maintain internal guides on procedures

- Ensure compliance with established regulations relevant to office

- Ensure compliance with administration for EU-funded projects

Essential experience

• Excellent knowledge of standard office applications (word processing, spreadsheets, email, Internet etc.)
• Native English speaker with a fluent command of French
• Previous knowledge of office administration
• Highly motivated, flexible and works well independently in a small office
• Extremely organised and able to multitask
• High level of attention to detail and high level of accuracy
• Good writing style and sound knowledge of English grammar
• Excellent communication and problem solving skills
• Good interpersonal skills
• Basic understanding of the European Institutions
• Previous experience using a CMS

The Council of European Professional Informatics Societies (CEPIS) is a non-profit organisation seeking to improve and promote a high standard among informatics professionals in recognition of the impact that Informatics has on employment, business and society. CEPIS represents 36 Member Societies in 33 countries across greater Europe.

For more information www.cepis.org

For more information about ECDL Foundation please see www.ecdl.org

Application process
Applicants are asked to submit a cover letter and CV in English by email to the attention of Fiona Fanning, to carolann.kogelman@cepis.org. Selected candidates will be called for interview. Candidates will be expected to start as soon as possible.

The position is granted on a renewable 12-month contract term with a competitive salary.