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Communication Assistant

7:05:00 PM

INTERREG IVC Programme

Lille, France

For the implementation of the INTERREG IVC programme (2007-2013) as well its successor programme INTERREG EUROPE (2014-2020), a Joint Secretariat (JS) has been set up in Lille (France). The JS is looking for a Communication Assistant to support the Communication unit (4 people).

Tasks and responsibilities

  • Event logistics: Assist in the organisation of meetings and events (from small meetings to large fora gathering 1000+ participants) e.g. set-up and follow registrations, prepare information and evaluation material, coordinate with venue and catering providers etc.;
  • Information management: Publish information on programme website/social media sites/extranet; Manage the communication mailbox, reply to standard queries and dispatch requests; Assist the compilation and distribution of information material (leaflets, press releases); keep communication- related mailing and dissemination lists updated; use and develop digital tools for internal and external use (eg OneNote, Google Drive, Surveymonkey etc).;
  • Administrative support: Prepare contracts with service providers, consultants and contractors in compliance with French and European procurement rules e.g. preparation of tender documents in French and English, follow-up of selection and contracting process, purchase orders, financial follow-up ofcontracts & their renewals; set-up and maintain budget follow-up for communication expenditure; monitor communication materials stock e.g. order reprints, organise distribution etc.;
  • Secretarial support: Prepare, participate in and draft the minutes/decision notes of internal meetings; take care of the travel arrangements; ensures secretarial assistance (printing documents, photocopying, file-keeping, mailing);
  • Replace the other assistants when required.

Qualifications/Selection criteria

Basic requirements:

  • Qualification or proven professional experience in administrative and organisational matters;
  • Knowledge of and/or experience in basic public procurement procedures;
  • Outstanding organisational skills, accuracy and as sertiveness;
  • Good communication and drafting skills;
  • Fluent in both written and spoken English & French;
  • Excellent computer literacy, MS Outlook and Office (Excel, Word and PowerPoint); ability to pick up new tools quickly;
  • Experience of working within a team in a European/international environment.

Other relevant skills:

  • Ability to manage different tasks at the same time and to respect deadlines;
  • Experience with online tools such as Google docs, Microsoft OneNote, other knowledge management tools;
  • Experience in financial monitoring of contracts/budget follow-up;
  • Independence, resourceful, good communication and team working skills;
  • Knowledge or experience in Structural Funds/Cooperation programmes an advantage;
  • Other European language(s) appreciated.  

Salary

EUR 2700 Gross, EUR 2000 net (before French income tax and approximately EUR 1800 per month after tax and charges for a single person without children living in France – not binding).

Location

INTERREG IVC/ Interreg Europe Joint Secretariat, Les Arcuriales – 45, rue de Tournai, entrée D, 59000 Lille, France.

Expected starting date

As soon as possible, preferably from 1 November 2015.

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