Joint Initiatives Assistant

Alliance2015
  • Location
    Brussels, Belgium
  • Sector
    Non Profit
  • Experience
    Early Career
  • Posted
    Jan 04

Position description

Founded in 2000 to foster and nurture collaborations for greater scale and impact towards the 2015 Millennium Development Goals, Alliance2015 is a strategic and operational network of European-based international NGOs, working towards the broader vision of Agenda 2030 and a world free from poverty, hunger, injustice and inequality.

This newly created position builds on a previous trainee role, assessed to be sufficiently fundamental to the team that a permanent position is warranted. The position supports the smooth running of the Alliance2015 Hub.

The Hub is the strategic steering unit of the Alliance2015 in Brussels, led by the Alliance2015 Director. The Hub steers and supports strategy design and implementation. To do this, it connects and supports all working groups of the Alliance, as indicated in the organisational chart (below), at implementation and decision-making, and exchange and learning levels.

The Hub is made up of a Director and her/his team comprising an Administrative Assistant (part-time) and the Joint Initiatives Support Team (JIST) including an Emergency and Operations Lead (full-time),an Advocacy Lead (full-time), a Knowledge Management and Communication Lead (full-time), a Fundraising and Partnership Lead (part-time, seconded from our member Welthungerhilfe); supported by a Joint Initiatives Assistant (full-time), a Communications Assistant (part-time, internship). Occasionally members second other professional staff.

Alliance2015’s seven member organisations work together in different configurations:

  • Executive Board: supervises legal and financial compliance; sets and signs off on strategy (Strategic Compass). Comprises member CEOs, and Director;
  • Implementation Groups: these project management bodies translate the Strategic Compass impact goals and ways of working into prompt and effective action across Alliance2015; they propose and implement workplans, propose MEAL indicators and collect data towards them, process learning, and ensure effective collaboration tools are designed and implemented;
  • Communities of Practice: they are knowledge and learning sharing spaces for functional and thematic expertise;
  • Task Forces: ad hoc groups designated to deliver on specific tasks.

Main task and responsibilities

The role provides multifunctional support to the Alliance2015 Hub with an emphasis on joint initiatives support, thus helps the Leads carry out and fulfil their duties efficiently. The role dedicates care to timely communication between the Hub and the members, within and between the Implementation Groups, Communities of Practice and taskforces, and to keeping internal tools, documents and database up to date, accessible and user friendly.

Main duties include:

  • Arrange, prepare, and support group calls and face to face meetings (logistics, agendas, background documents, draft minutes, supporting follow up actions, and help groups keep track of their workplan implementation);
  • Coordinate with Joint Initiatives Support Team to ensure all relevant external and internal information is kept updated, organised and accessible on Alliance2015 website and intranet (SharePoint);
  • Support data collection and analysis feeding the network’s knowledge management tools, in particular the joint projects database, annual country reports and any other relevant source;
  • Support the Joint Initiatives Support Team in the organisation of events/seminars/workshops/roundtables/Annual General Meetings, online or offline;
  • Administer online reviews, provide support for the analysis and report development, production of PPT with main findings;
  • Set up bilateral meetings with EU decision-makers on request;
  • Support research and analysis on topics relevant for the Alliance2015 strategic compass, as directed by the Joint Initiatives Support Team;
  • In coordination with the Communications Assistant and Administrative Assistant, support and facilitate member’s access to the Alliance2015 SharePoint, and keep the contacts database updated;
  • Contribute to the drafting of internal newsletters;
  • Any other reasonable/relevant tasks requested by Alliance2015 staff.

The position reports to the Joint Initiatives Support Team (JIST) - alternating line management between Emergency & Operations Lead, and Advocacy Lead.

Person Specifications:

Essential:

  • True interest in this field of work; curiosity; energy; willingness to learn;
  • Educated to minimum Bachelor’s degree level in social sciences, e.g. political sciences, international relations, humanitarian aid or development studies, economics or law; any subject with relevance to the work of Alliance2015 members;
  • At least 2 year of prior relevant work or volunteer experience in the humanitarian or development sector;
  • Ability to assist a team of professionals and to efficiently prioritize tasks with little direction;
  • Ability to multi-task, cope with combining substantive with administrative tasks, and work under pressure;
  • Proficiency in using Microsoft Office tools such as Excel, PowerPoint, SharePoint, and Word;
  • Ability to learn how to use new tools and software to enhance collaborative work;
  • Fluent in oral and written English, with excellent oral and written communication skills;
  • Excellent interpersonal skills;
  • Previous experience in drafting minutes of membership/stakeholder meetings;
  • Some knowledge and experience of EU Institutions & external relations policies, and EU funding instruments gained through studies/internships;
  • Listening attitude with team-working skills and passionate about collaborating with colleagues working in many different locations.

Desirable:

  • Experience with knowledge management tools (e.g. shared databases, Power BI);
  • Knowledge of Teams and Zoom;
  • Experience of working with partnership organisations;
  • Experience of working or volunteering overseas;
  • Working knowledge of other language(s) of our member organisations.

Application instructions

Please, provide a CV and cover letter, in the following format: “Last Name-Your First Name-Document Name” to the following address: [email protected], putting in the subject: Alliance2015 Joint Initiatives Assistant.

Applications will be reviewed on a rolling basis. Closing date for applications is 17th January 2023. Interviews and written test will be held between the 23rd of January and the 3rd of February - in presence interviews are preferred. Starting date: 01/03/2023.

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