Administrative Coordinator - EEA Coordination Division

EFTA Secretariat
  • Location
    Brussels, Belgium
  • Sector
    Non Profit
  • Experience
    Early Career / Mid Career
  • Posted
    Jul 09

Position description

The European Free Trade Association (EFTA) is an intergovernmental organisation set up for the promotion of free trade and economic integration between its four Member States: Iceland, Liechtenstein, Norway and Switzerland. The EFTA Secretariat provides services to the EFTA States. In Brussels this entails support in the management of the EEA Agreement.

This position is open to nationals of all the EFTA (Iceland, Liechtenstein, Norway and Switzerland) and EU Member States.

Division: EEA Coordination Division
Category/Level: B4
Type/Duration of Appointment: Fixed term three years. If considered desirable and in the organisation’s interest, an additional three-year contract may be offered.
Start Date: 1 September 2021
Job Reference: VA 10/2021

Scope

The EEA Coordination Division (ECD) plays a horizontal coordinating role during the incorporation of EU law into the EEA Agreement. Broadly speaking, the tasks of ECD are divided into policy coordination; EEA legal services; and translation, editing and publication. We are looking for a highly motivated team player who is willing to take on challenging tasks and provide extensive administrative support and assistance to the Deputy Secretary-General/Director ECD and officers in the division, demonstrating a high level of independence.

The successful applicant will support officers responsible for the organisation of high-level meetings by:

  • Support the Secretariat’s EEA legal coordination activities and legal administration tasks and assist with the coordination these activities with the Secretariat’s translation, editing and publication services;
  • Assisting with the preparation of meeting documentation, including editing and formatting documents;
  • Providing onsite support at meetings and seminars;
  • Distributing, finalising and publishing relevant documentation, and updating the EFTA website, portal (intranet) and extranet accordingly;
  • Managing all logistical arrangements (internal and external) relating to meetings and third-country visits;
  • Monitoring and managing the budgets within the ECD.

The successful candidate will maintain the document management system, contacts database and mailing lists in close coordination with EU institutions as necessary, and manage the EFTA registry and general EFTA mailbox.

Other responsibilities include assisting with the update of regular management documents and contributing to the elaboration of internal procedures and their corresponding guidelines.

The successful applicant must be willing to take on other tasks as required.

Qualifications

  • A relevant University degree, diploma or certificate;
  • Knowledge of and interest in EU affairs and the EEA Agreement.

Experience

  • Minimum 3 years administrative work experience preferably within an international environment;
  • Experience working in EU affairs;
  • Experience of editing and proof-reading in English;
  • Experience of producing statistics and overview tables in Excel;
  • Experience in organising meetings and events;
  • Experience of having a coordinating role.

Skills

  • Excellent organisational, communication and problem-solving skills;
  • Comprehensive IT skills, including Microsoft Office and in particular Word and Excel;
  • Ability to prioritise tasks and conflicting demands;
  • Knowledge of document management and case-handling systems;
  • Positive and proactive attitude;
  • Ability to work under pressure and meet deadlines;
  • An eye for detail and skilled multi-tasker;
  • Ability to maintain confidentiality and exercise discretion;
  • A quick learner who is a driver of continuous improvement of processes.

Languages

  • Fluency in written and spoken English;
  • Knowledge of French and any other EFTA/EU languages an asset.

Employment Terms

Grade: B4
Annual salary: EUR 48,073

 

Application instructions

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