Executive Secretary Aquaculture Advisory Council

AliƩnorEU
  • Location
    Brussels, Belgium
  • Sector
    Non Profit
  • Experience
    Mid Career
  • Apply by
    May-14-2021
  • Posted
    Apr 28

Position description

Aliénor manages the Executive Secretariat of the Aquaculture Advisory Council (AAC) as an external contractor since 2017. This mission was recently renewed by the AAC. Our new Executive Secretary will be contracted as a manager, on a full-time basis to be the Aquaculture Advisory Council’s (AAC) Executive Secretary.

Placed under the authority of the director of the “Fisheries & Aquaculture” hub, he/she will have to organise the implementation of the agreement between Aliénor and the AAC.

The Executive Secretary can count on the support of a half-time Executive Assistant and of an external accounting services support for the achievement of its missions.

List of tasks for which the AAC’s Executive Secretariat will be in charge:

  • Acting impartially and without bias in furthering the objectives of the AAC;
  • Being responsible for and lead the daily work of the AAC;
  • Keeping the accounts of the AAC and preparing the accounts for the Annual General Assembly in conformity with the Belgian law;
  • Arranging for certified auditing of the accounts and for satisfying any reporting conditions laid down by providers of funds, in particular the European Commission;
  • Complying with all Commission's financial and administrative rules and guidelines;
  • Preparing the application form for the periodic Grant Agreement and the annual renewal of the Specific Agreement of the Grant;
  • Preparing the mid-term and annual reports of the AC and submitting them to the Commission under the contractual delays;
  • Preparing draft work programmes to be discussed with the members;
  • Drafting letters, compiling members’ contributions or preparing short reports;
  • Relaying information received from the Commission and other players to the AC members in a timely manner;
  • Replying to requests received from the Commission and the Member states - after consultation of the AC members;
  • Managing applications for membership, ensuring the representativeness of the AC and taking appropriate measures to promote applications from underrepresented members;
  • Managing and updating the AAC website and other social media;
  • Managing the annual membership fees renewal for its members and the Member States’ annual contributions;
  • Liaising with potential and factual funding sources to achieve funding of the AAC;
  • Arranging meetings of the General Assembly, Executive Committee and Working Groups;
  • Following up on the decisions taken during the AAC meetings;
  • Liaising with the Chairperson of the AAC and the Chairpersons of Working Groups to produce timely and accurate reports on the AAC’s activities;
  • Maintaining a register of members.

Other tasks that may be requested by the AAC’s Executive Committee:

  • Managing contracts and payments to supervise, organize and carry out the work of the AAC;
  • Bringing together in conference and work in liaison with representatives of other organisations, Member States, the European Commission, the European Parliament, other statutory authorities and relevant experts;
  • Assisting in promoting or carrying out, research, surveys and investigations and, where appropriate, publish or disseminate the results;
  • Arranging and providing for or joining in arranging and providing for the holding of exhibitions, seminars and meetings;
  • Identifying areas of potential focus for the AAC;
  • Organising activities and produce materials for the promotion and dissemination of the AAC activities and recommendations.

The work of the secretariat will be evaluated periodically by the AAC members. It is expected that the secretariat seeks to adapt its work accordingly.

As part of the position, occasional trips are expected.

Although AliénorEU promotes the stability of its employees on the issues managed, this position may change in the future both regarding the subjects dealt with and the missions carried out, and this in consultation with the director.

 

Qualifications

Requested:

  • Good knowledge of the functioning of European institutions, policies and legislative process;
  • Professional experience in the European sphere of at least 5 years;
  • Professional management experience of at least 2 years;
  • Excellent command of English both orally and in writing;
  • Good knowledge of French both orally and in writing;
  • Very good working knowledge of Office tools (Word, Excel, Outlook, PowerPoint);
  • Interest in the topics covered.

Appreciated:

  • Previous experience in European project management;
  • Previous experience or training in aquaculture;
  • Good knowledge of Spanish and/or Italian;
  • Knowledge of other computer skills.

Qualities sought:

  • Be motivated, autonomous, flexible, proactive, rigorous and assertive;
  • Be able to manage different priorities within the allotted time, to have a good organisation and a great versatility: to be able to move quickly from one subject to another and from one type of mission to another;
  • Have excellent organisational skills and pay attention to details;
  • Have excellent written and oral communication skills and a good capacity for analysis and synthesis;
  • Have the ability to delegate, motivate, plan, coordinate, work in a team and report on the work accomplished;
  • Have proven networking skills and ability to convince others: ease of articulating complex messages and adapting this message to a variety of audiences, being able to understand high-level decision-makers;
  • Possess the ability to adapt and listen.

Application instructions

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