Administrative Officer COST-ESF
European Co-operation in the Field of Scientific & Technical Research
Brussels, Belgium
COST is an inter-governmental system supporting European research networking. In order to accomplish its mission, the European Science Foundation (ESF) provides administrative and scientific management to COST (European Co-operation in Science and Technology), its Domain Committees and its Actions through the COST Office in Brussels and corporate support services in Strasbourg. This is achieved through a support grant provided to ESF by the European Commission.
ESF-COST Office seeks an Administrative Officer whose mission is to support the Head of Science Operations in contributing to the objectives of ESF-COST Office mission as implementing agent for COST through the EC-ESF contract. The Administrative Officer will contribute to provide efficient administrative support to COST Office activities; the COST Action chairs/Grant holders as well as the Domain Committees.
Position responsibilities:
- Verifying and controlling invoices and claims for expenses from activities’ participants and providing necessary information to Administration and Finance allowing the regular presentation of accurate and complete financial reports;
- Undertaking appropriate financial and budgetary control regarding the management of COST Action Grants;
- Organising cost effective meetings and scientific events, including travel arrangements for staff and/or visitors, for COST instruments in Brussels and throughout Europe;
- Providing financial and administrative support to Action Chairs/Grant holders and DC Chairs;
- Acting as point of contact for scientists involved in COST activities;
- Ensuring that high quality documentation for meetings is provided in an appropriate form and in a timely manner;
- Documentation will include draft agendas and supporting papers and action sheets and minutes as necessary;
- Handling of applications in response to Open Calls and providing administrative support for review processes;
- Archiving and electronic filing;
- Undertaking other administrative duties as necessary and at the request of the COST Office Director, normally through the Head of Science Operations.
Profile and competencies:
Specific competencies- Administrative and Financial qualifications;
- Minimum working experience of 2-5 years;
- Proven administrative experience and knowledge of office procedures in the organisation of meetings and travels;
- Minimum 2 years of experience with financial and budgetary control systems;
- Good knowledge of internet-based knowledge management system;
- High standard of spoken and written English together with another European language;
- Good, practical working knowledge of MS Office systems (especially MS Word, Access, Outlook, Excel and PowerPoint).
- Service-oriented attitude, with a strong commitment to customer care for both internal and external customer;
- Team-orientated work ethic with specific attention to maintain transparency and a collaborative team spirit;
- Task-orientated, responsible and autonomous, and continuous improvement minded;
- Strong inter-personal and communication skills within a multi-national context, including discretion and diplomacy;
- Commitment to deliver on allocated tasks and respond in a timely manner to deadlines;
- A full-time contract under the Belgian law with a duration linked to the FP7 COST Grant Agreement II (ending June 2014), with an initial probation period of 6 months;
- An international working environment located in Brussels (Avenue Louise 149, B-1050 Brussels, Belgium);
- Unless a national of the ‘EU and EEE’ candidates must be eligible to work in Belgium and must have a Work Permit.
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