The European Disability Forum is recruiting a temporary Events and Administration Officer to provide cover for staff absence.
Reports to: Communications Manager
Purpose of job: Leads EDF event planning and management, and ensures a professional cooperation with EDF partners in events; ensures the smooth running of the EDF office and manages core administration tasks
All tasks are to be implemented on the basis of decisions of the governing bodies under the supervision of the Communications Manager.
Liaise with EDF members to plan and implement EDF meetings across Europe and beyond.
Organise and liaise with external providers including venue, accessibility providers and others.
Produce or coordinate the production of event materials (programmes, agendas, name badges) in accessible formats.
Organise and follow-up on adapted transport and other specific requirements for all participants and speakers.
Prepare and disseminate registrations and invitations to EDF membership, in close cooperation with EDF staff.
Ensure dissemination of accurate agendas, documents and practical information to all EDF communication platforms.
Track expenditures and budget and support in processing expense claims for all events and meetings, in close cooperation with EDF Finance Officer.
Organise and keep registration lists and other materials necessary for reporting.
Provide technical and logistical support when necessary.
Work with the EDF teams to ensure allocation of tasks to the EDF staff and members (when the event is co-organised with members).
Ensure all the event data is collected in our monitoring system and included in the reporting in accordance with our Data Protection Policy.
Make arrangements for live internal evaluations in our events.
Ensure that EDF follows our data protection policy in all events.
Set-up accessible online meetings and events, with attention to the highest possible degree of accessibility, affordability and security.
Support EDF teams in designing and scheduling events to ensure maximum engagement, attendance and value for money.
Liaise and book external service providers, including language interpreters, sign interpreters, captioners and others in line with our procurement policy, which requires open tenders for spending of more than 5000 EUR.
Create banners and informational material on the website and support its dissemination.
Lead or support the delivery of the online event, including technical/logistical support.
Ensure all event data is recorded in EDF monitoring system and included in the reporting.
Maintain up an up-to-date database of event and accessibility service providers for EDF.
Explore the most up-to-date accessible events management software and systems and support EDF staff in their use.
Manage, disseminate and update EDF policies and tools in relation to events.
Issue and analyse evaluations of EDF events and meetings and ensure feedback is incorporated into policies and future planning.
Explore cost-saving in accessible events.
Arrange travel, registration and logistics for EDF representatives to EU and international events and ensure their briefings are timely.
Ensure preparation and filing of key documents required by supporters and donors regarding meetings (maintain all records from meetings and events, trainings, prepare documentation for donors).
Handle administrative management of EDF formal relationships with EU institutions (EP parliament badges, updating the EU transparency register, others) and the UN (registration to CoSP, ECOSOC status, WHO Non-State Actor Agreement, and more).
Handle administrative management of EDF formal relationships with the UN (ordering annual passes, registering participants for UN events).
Keep an accurate register and reporting of the annual EDF programme of events, including participants satisfaction surveys (and arranging reports for donors and partners).
At least 2 years of experience in planning and delivering a range of events (in-person, hybrid, and online).
Excellent organisational and project management skills, with the ability to manage multiple events.
Ability to problem-solve on the spot.
Strong interpersonal communication skills and collaboration skills.
Confidence in using event management tools and digital platforms.
Budget management and negotiation skills.
On the first day of work, the candidate must have their right to live and work in Belgium.
Persons with disabilities are especially encouraged to apply.
Previous experience in organising accessible events, especially having been part of a disability rights organisation, is particularly welcome.
Knowledge of disability rights and challenges faced by persons with disabilities.
Experience and knowledge of organising events in Brussels and within the European Institutions.
Knowledge of safeguarding, risk assessment, and health & safety in event settings.
Gross starting salary: starting at 3030 Euros/monthly plus benefits: complementary health insurance and hospitalisation insurance, group pension, meal cheques, transport and home working allowance.
The post will be based at EDF secretariat in Brussels. We work from Mundo Madou, a vibrant building with other NGOs and internal activities, close to public transport. EDF has flexible working policy (including possibility of homeworking).
Our leave policy includes 24 days of leave plus the week between 25 December and 1st January, (these days do not count as part of your annual leave).
Closing date for receipt of applications: 20 November 2025
Date of the interview: 10 – 11 December
To apply, please send the following to EDF recruitment: [email protected]
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