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Assistant to the EED Staff


VACANCY NOTICE Ref. No: EED/9

ASSISTANT TO THE EED STAFF (2 vacancies)

  1. Main functions of the post:
  • assisting the Executive Director and other EED staff in a day-to-day operation of the Endowment;
  •  preparing documents such as reports, notes, letters, presentations and minutes of meetings, coordination and management of document flows to the Executive Director;

2. Duties and Responsibilities:
Assistant reports directly to the Executive Director of the EED and shall be responsible for (in addition to the above-mentioned):
  • keeping the agenda, organising and co-coordinating appointments, meetings, missions and business trips for the Executive Director;
  • co-ordinating the flow of work in liaison with other staff members as well as with external institutions;
  • acting as a first point of contact for enquiries to the Executive Director;
  • responding to queries and requests for information and documentation whilst exercising tact, discretion and confidentiality;
  • participating in planning and organising of the work of the Executive Director;
  • assisting the Executive Director in administrative, financial and operational related work issues of the EED;
  • developing and updating information material, including the EED website;
  • making travel arrangements for EED staff, contracted experts and meeting attendees; arranging for cost-effective travel connections, making multiple bookings, hotel reservations, local transportation and insurance, where applicable;
  • carrying out logistical and administrative tasks in relation to the planning and implementation of EED projects and activities which also includes preparation of agreements on special services for experts and submits them for approval;
  • assembling of financial and narrative reports submitted by EED staff, experts providing special services, forwarding them for approval of the Operations Officer and filling reports both electronically and in hard copy, ensuring that all staff are aware of relevant deadlines;
  • performing other tasks for the Executive Director as required.

 3. Key eligibility and selection criteria
a.      Conditions for eligibility:
  • be a national or having permanent residence permit of one of the EU/EEA countries or Switzerland;
  • be entitled to his/her full rights as a citizen;
  • have completed any obligations imposed on him/her by the laws concerning military service;
  • produces the appropriate character references as to his/her suitability for the performance of his/her duties;
  • be physically fit to perform his/her duties;
  • hold, or be in a position to obtain, a valid Personnel Security Clearance Certificate (national or EU PSC at CONFIDENTIAL and/or EU SECRET level).

b. Essential selection criteria:
Level and type of formal education
  • master’s degree in International Affairs, Political or Social Science, Law, International Development or related discipline;
  Professional experience
  • at least 3 years of proven full-time professional experience in international organisations or democracy-related projects and programs from the civil society perspective; professional experience at a similar position would be an asset;
  • good knowledge of the European Institutions and working mechanisms within the EU;
Functional competencies
  • substantive understanding of political issues and trends in the EU Neighbourhood as well as EU policies towards the region
  • evidence of a thorough knowledge of English; satisfactory knowledge of French and/or Russian to the extent necessary for the performance of duties would be an asset;
  • ability to keep full confidentiality about all assigned tasks and related documentation as well as able to exercise confidentiality, discretion and tact when dealing with diverse groups of people;
  • high degree of communication skills and excellent interpersonal skills;
  • ability to develop strong working relationships internally and externally at all levels;
  • thorough understanding of social media, its purpose and exploitation;
  • solid ICT skills;
  • high personal and professional culture;
  • ability to work in multi-ethnic and multi-national environment;
  • readiness for frequent duty travel;
  • provide at least two (2) references as to the suitability for the performance of duties.

4. Application
Please make sure you meet all required qualifications and experience. Application must include a CV in the Europass format, cover letter, contact information for two (2) references and your net monthly salary requirements.
Failure to fully comply with one of the required information (CV, cover letter, references together with contact information and net monthly salary requirement)  shall result in the exclusion of the applicant concerned from the selection procedure.
Application should be made online using “apply for the job” panel. After successfully submitting your application you will receive an automatic email confirming receipt of your application.
In addition to it please send a copy of your CV as an attachment to email address:vacancies@democracyendowment.eu, with reference number and Assistant to the EED Staff in the subject line. Please no phone calls/emails/letters.
Applications should be submitted no later than 15 April 2013, 12 noon (Brussels time)
The applications will not be returned to candidates but will be kept on file by the EED. The information provided in the applications is subject to EU legislation on protection of personal data and confidentiality of information.
5. Terms of contract
Two-year fixed term contract (with the possibility of its extension) plus decent set of personal benefits.
Expected take up duty date: ASAP (no later than 1 July 2013).
Working place: EED HQ located in the centre of Brussels, Belgium.