Projects & Platforms Assistant

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 one assistant to support the Projects & Platforms unit (10 people).

This person would be responsible for the administrative follow-up of all aspects of the platforms and projects including contracting and following suppliers, secretarial support, and logistics. For the platforms, the person would also follow the budget management.

Tasks and responsibilities

• Secretarial support: ensure the secretarial support of the team e.g. , correspondence, mailing and address lists, external communication, photocopying, printing documents, file-keeping, answering phone enquiries, managing the staff’s agenda, taking care of the travel arrangements, participating in and drafting the minutes/decision notes of team meetings;
• Event logistics: Assist in the organisation of meetings & events (such as Lead partner or thematic seminars) e.g. set up and follow registrations, prepare practical information and evaluation material, coordinate with venue and catering providers;
• Administrative support: Prepare contracts with service providers, consultants and contractors in compliance with French and European procurement rules; preparation of tender documents in French and English, follow-up of selection and contracting process, purchase orders, financial follow-up of contracts & their renewals. Assist in the follow-up of the financial management of the platforms’ budget and contracts (e.g. prepare budget monitoring templates, tables and statistics, review and follow up financial reports);
• Replace the other assistants when required.

Qualifications/Selection criteria

Basic requirements:

• Qualification or proven professional experience in administrative and/or organisational matters;
• English & French mother tongue or equivalent;
• Excellent computer literacy, including MS Outlook and Office (Word, Excel and PowerPoint); ability to pick up new tools quickly;
• Past experience of working within a team in a European/international environment;
• Knowledge of and experience in basic public procurement procedures;
• Outstanding organisational skills, accuracy and assertiveness;
• Good communication and drafting skills;
• Ability to manage different tasks at the same time and to respect deadlines.

Other relevant skills:

• Open-mindedness and resourcefulness; independence, but good team working abilities;
• Other European language(s) appreciated;
• Knowledge or experience in Structural Funds/Cooperation programmes an advantage.

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.