European Trade Union Institute, ETUI.

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Job vacancies

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The European Trade Union Institute (ETUI) is seeking to recruit a full-time

 Administrative assistant

 Location: Brussels

The ETUI was founded to conduct research, as well as to provide scientific, educational and technical support, for the European Trade Union Confederation (ETUC) and its affiliates. Its overall task, in other words, is to contribute to the development of Social Europe and the Social Dialogue.

Under the supervision of the director of Education department you will be responsible for the coordination of administrative and logistic tasks, including:

  • Ensure organisation and coordination of trainings, conferences, meetings and events (from A to Z)
    • Preparation and sending of invitation to participants as well as all documents necessary for the event
      • Organising and booking events (transport and accommodation for participants, venue, meals, interpretation etc.)
    • Negotiation with suppliers and preparation of contracts, taking into consideration the rules laid down by the European Commission and the administrative intern rules
      • Attending project meetings when appropriate (occasional travel required)
      • Assisting with distribution of publicity material etc.

 

  • Administrative support to the department
    • Undertaking general administration including word processing, dealing correspondence, photocopying, sending of letters, contracts, mailings, reports and documents
    • Maintaining up to date office filing system and archive in database
    • Providing a contribution to CRM database
    • Collecting and providing project information to staff team on a regular basis

 

  • Ensure financial follow-up of projects/ activities
    • Supporting Education Officer, including preparation of documents and follow-up on timelines and deliverables
    • Maintaining up to date training/course/workshop information and follow-up (lists of participants, reimbursements forms, expenditure, contracts, invoices, purchase orders etc.)
    • Controlling budget in terms of expenditures according to the work plan (receiving and checking invoices, claims of reimbursement etc.)

 

  • Performing other duties as the supervisor may request/deem necessary

Qualifications and skills:

  • A BA degree or equivalent, and at least three years of secretarial and administrative experience.
  • Experience in a non-profit organisation would be a plus;
  • Proven sense of professional responsibility, organisation and attention to detail;
  • Strong organisational and record-keeping skills;
  • Excellent interpersonal skills;
  • Ability to work on multiple tasks simultaneously and to prioritise workload;
  • Strong written and oral communications skills;
  • Ability to work in a multicultural environment;
  • Good knowledge of English and French (working languages); knowledge of other European languages would be an advantage;
  • Technology literacy with strong computer skills including familiarity with MS Office including Excel, Outlook, PowerPoint and Word.

Conditions of employment

The ETUI offers a permanent full-time contract in a challenging and dynamic working environment, combining excellent academic standards with close contacts to European policymakers. For further information visit: http://www.etui.org. The ETUI offers good working conditions with a competitive salary and an attractive package of fringe benefits.

 

Applications and supporting documents (CV, evidence of qualifications, etc.) should be sent before 27th July to Nathalie De Vits, assistant to the Education Director (ndevits@etui.org )

 

Or by post to:

 

ETUI

Education Department

Boulevard du Roi Albert II, 5

1210 Brussels

Belgium

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