The Administrative and Logistics Officer will support the running of the programme. They will work in close cooperation with the core team of the project and in particular with the Programme Coordinator and Project Assistants. Their main tasks and responsibilities will include:
- Supporting the entire logistical arrangements of the training programme: boarding and lodging of participants, lectures, social activities, events, and study visits:
- Liaising with relevant services of the College of Europe (including but not limited to ICT, Facilities, Catering services, etc.) to ensure the smooth implementation of the Programme;
- Booking travel and accommodation arrangements for speakers and guests;
- Liaising with hosting institutions of study visits for practical arrangements;
- Booking of classrooms and venues for lectures and events and taking care of the corresponding set- ups;
- Arranging (external) catering services;
- Event organisation.
- Provision of administrative support for the office: e.g., taking minutes of meetings, ordering of office supplies, management of the paper and electronic filing system.
- Processing of invoices and payments, in cooperation with the Financial Service of the College of Europe.
- Supporting the Programme Coordinator and the Financial Service of the College of Europe for the financial reporting: collection of proofs of payments and supporting documents in line with EU grant rules and regulations.
- Working closely with the team, using collective checklists and reporting to the team any feedback or issue.
We are looking for an officer, ideally with some familiarity with the College of Europe, and with:
- A bachelor’s degree, preferably in the field of Office Administration or similar;
- Familiarity with administrative tasks and office organisation;
- Prior experience in event organisation is considered a strong asset;
- Accuracy in administering figures and payments; prior experience in supporting financial reporting of EU funded programmes is a strong asset;
- Ability to work as a team player in an international environment;
- Strong social and communication skills;
- Flexibility and dynamic attitude;
- Fluent spoken and written English;
- A very good knowledge of Word, Excel, Outlook and PowerPoint (a basic understanding of Photoshop and InDesign is considered to be an asset).