Head of Communication and Conferences (HC&C)

COST-ESF - European Co-operation in the Field of Scientific & Technical Research

Brussels, Belgium

COST - European CO-operation in Science and Technology - is a unique means for European researchers to jointly develop their own ideas and new initiatives across all scientific disciplines through trans-European networking of nationally funded research activities. Based on a European intergovernmental framework for cooperation in science and technology, COST has contributed since its creation 40 years ago to closing the gap between science, policy makers and society throughout Europe and beyond. COST mission is to enable break-through scientific developments leading to new concepts and products and thereby contributing to strengthen Europe’s research and inn ovation capacities.

The COST Office, located in Brussels, is provided by the European Science Foundation (ESF) – the implementing agent for COST, through a Grant agreement with the European Commission. The COST Office implements Committee of Senior Officials (CSO) decisions and supports all COST activities, in particular the evaluation and selection of proposals, the monitoring and assessment of COST Actions and the communication and outreach activities to promote their outcomes and impact. 

The ESF-COST Office is currently looking for a Head of Communication & Conferences. He/she will be responsible for the coordination of all external communication and outreach activities at COST and will manage the COST website as a primary source of news and information. He/she will develop a science-related multi-media strategy and the communication plan 2014-2016. 

He/she will manage the implementation of an intensive schedule of science- and policy-focused events across Europe, will oversee the administration of academic publishing processes financed by COST and will contribute to internal communication needs. Reporting to the COST Office Director, he/she will be responsible for the management of the Communication and Conferences Team (4 staff members) and will be a member of the management group. 

The person should be available to start as soon as possible.

Position responsibilities:

• Managing the COST website as a primary source of news and information about COST and developing a science-related multi-media strategy;
• Developing COST communication tools and procedures according to the COST strategy;
• Creating and developing a network of communicators throughout Europe;
• Developing relations with journalists and media and monitoring COST in the media;
• Taking responsibility and coordinating the production of high quality promotional publications and associated materials within budget and within COST financial regulations;
• Evaluating proposals for science and technology focused events and outreach activities in particular in coordination with the Head of Science Operations, and assuring their smooth implementation throughout the year in line with COST Rules of Implementation;
• Overseeing the administration of academic publishing processes financed directly by COST, including negotiating with publishers (especially Open Access publishers), and assuring compliance with COST financial regulations and COST corporate identity guidelines;
• Managing project budgets within the overall ESF-COST financial regulations and providing necessary information allowing the regular presentation of financial reports;
• Promoting a climate of positive, trustful and respectful staff collaboration by encouraging communication and information sharing between the Communications & Conferences Unit and the Science Operations Unit in close coordination with the Head of Science Operations;
• Supervising the Communication & Conferences team members: planning and coordinating operations, managing performance and workload distribution, undertaking periodic performance appraisals, providing regular feedback;
• Organising appropriate action planning to respect deadlines and milestones on key responsibilities of the Communication & Conferences Unit;
• Playing a key role in the management of the COST office as a member of the management group and as the Head of the Communications & Conferences Unit;
• Fulfilling other responsibilities and tasks as necessary for the good organisation of the office, as mandated by the COST off ice Director.

Profile and competencies:

The successful candidate should demonstrate the following competencies: 

a. Education

• University degree (minimum Master level) in communications or journalism or equivalent by experience.

b. Experience

• Recognised 4 to 8 years’ experience in communications, preferably in a science-based environment;
• Proven experience in people management;
• High standard of spoken and written English, knowledge of other European languages appreciated;
• Excellent working knowledge of MS Office systems, electronic databases and web site management;
• Experience in a non-profit organisation is an advantage.

c. Profile

• Team-oriented work ethic;
• Excellent organisational skills;
• Strong customer service orientation;
• Commitment to deliver on tasks allocated and respond in a timely manner to deadlines;
• Excellent communication and interpersonal skills, including diplomacy, discretion and confidentiality;
• Positive and constructive attitude in an evolving environment;
• A collaborative and flexible style, with a strong service mentality;
• Needs to be seen as a team player who is committed to li felong learning;
• Continuously improvement-minded to enable process review in a spirit of simplification and automation;
• Demonstrated ability to balance multiple tasks and work well independently and collaboratively;
• Strong aptitude to offer interesting solutions to increase efficiency within the organisation;
• Assertiveness and capability to implement decisions from governance and management;
• Strong analytical and problem solving skills;
• Excellent team work capacities and relationship building abilities.

d. People Management Skills

• Demonstrated motivational skills: being able to match the motivations and strengths with the tasks for each staff member;
• Ability to develop team members and to link individual effort to team and organisational goals;
• Leadership skills for directing staff and overseeing projects;
• Excellent team work capacities and relationship building abilities.

e. Specific Competencies

• Proven skill in developing and implementing communication and media strategies;
• Proven knowledge of European and national research structures and institutions and of European and international science policy;
• Proven knowledge of event planning and management, preferably in the academic and/or policy sector;
• Knowledge of academic publishing processes would be desirable;
• Strong leadership, staff management and motivational skills;
• Ability to develop team members and to link individual effort to team and organisational goals.

ESF-COST Office offers:

• A full-time contract under the Belgian law;
• 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.

Electronic applications (motivation letter with possible start date mentioned + CV in English and at least 2 recent reference letters in English) should be addressed to Barbara Bottiau and sent to job@cost.eu, reference code: HC&C. 

Please note that the COST HR Team will only contact the candidates who are invited to the interview. 

The first round of interviews will take place on 30th April and the second round will take place on 7th May in the afternoon. 

For more information, please visit our website http://www.cost.eu.

Deadline for application: 06 April 2014