Administrative Assistant in Capacity Building Division/Capability Programming Office

The interim administrative assistant will provide assistance on the workload of Cat II and III by actively carrying out essential administrative tasks namely:

• Organizing interviews and running eligibility checks;
• Supporting initial and secondary screening processes;
• Cross-checking information ensuring accuracy among all data information systems;
• Effectively assisting on the verification process and constantly updating numbers relative to nominations and selected candidates of Cat II and III;
• Supporting organization of meetings and workshops with internal and external stakeholders;
• Addressing daily requests and queries of internal and external stakeholders related to Category II secondment modalities and provisions.

A) In particular, for Category II the interim administrative assistant will be:

• Handling the correspondence with internal and external stakeholders;
• Supporting data migration and allocation of resources in Opera Evo system;
• Preparing Briefing notes, key notes, speaking points, presentations and all relevant document for meetings and workshops relative to Category II;
• Cross-checking information inserted into opera and performing quality control of the submitted data;
• Communicating information relative to secondment and administrative procedures to internal stakeholders;
• Gathering input or contributions from other divisions and compiling them into aggregated reports in relation to capability pooling process;

B) For Category III the interim administrative assistant will be:

• Actively participating in the Annual Bilateral negotiations proceedings and performing follow-up actions regarding HR/TE inquiries;
• Supporting the organization of meetings and workshops relative to Category III with internal and external stakeholders;
• Supporting to the preparation of relevant documents, notes and room documents for the MB meetings;
• Running the logistical and administrative work of the above-mentioned meeting;
• Providing assistance in the daily workflow of the above-mentioned process.

C) For the needs of Pooled Resources Network meeting, the interim assistant will be:

• Running the technical modalities and logistics of the meeting;
• Ensuring that presentations, key notes, speaking points and LLTs have been gathered and sent to all internal and external stakeholders;
• Communicating invitations and letters to MS/SAC;
• Preparing the Agenda of the meeting taking minutes;

D)Providing support to the activities aiming at the development and promotion of resilient and sustainable EBCG capabilities by:

• Supporting the development of the concept on increasing resilience of the EBCG achieved with proper design and management of EBCG capabilities.
• Actively participating in meeting with MSs representatives in order to establish open channels of communications in view of creating a sustainability network and share best practices on sustainability.
• Preparing the first EBCG sustainability meeting under CDN activities.

• Very good communication skills in English, both verbally and in writing (B2/C1/C2);
• Good IT skills and computer literacy: MS applications (Word, Outlook, Excel and Power Point) and proven ability to work with electronic systems and databases;
• Experience in coordinating activities related to information exchange;
• Analytical, problem solving and decision-making skills;
• Capable of prioritizing and strong sense for organization;
• High level of commitment, constructive, positive and service oriented attitude.

• contract of employment through the Employment Agency
• daily remuneration: 52.92 EUR net
• opportunity for development and promotion
• work with professionals