Administrative assistance support to the International Cooperation Unit (ICU) providing essential horizontal (cross-project) coordination back office and administrative support to the ICU, ensuring smooth daily operation. The role involves the coordination of a variety of administrative functions, in a demanding and fast-paced environment.
The Administrative Assistant shall be tasked primarily with the provision of horizontal (cross-project) coordination and administrative support during the preparation, organization, implementation and phase out of ICU activities.

Main tasks:
• Support Unit management in the coordination of consolidated reporting to the Agency,
• Supports the Unit management and the projects in the stakeholders’ management,
• Supports the Unit and the projects in identification and distribution of key priorities as per external dimension EC policies (e.g., EU Enlargement),
• Provide support in preparation of the public access of documents requests and other projects related legal matters,
• Provide horizontal support to Unit management and projects in compiling inputs and documents for audit, evaluations, and reviews,
• Ensure the document management at Unit level,
• Provides ad-hoc support to projects on exceptional basis,
• Maintain the unified internal and external communication management at Unit level, by ensuring the receival, distribution, monitoring of tasks and follow up actions.
• Organize and schedule internal meetings, supporting the preparation of agendas and taking detailed minutes,
• Coordinate logistics for internal meetings, including room setup and technical support,
• Research, gather, analyse, compile, and summarize information facilitating the preparation of regularly scheduled reports and presentations,
• Perform administrative tasks at Unit level.

Requirements:

Education:
• Secondary school diploma / University degree in the field of Administration

Work experience:
• At least 3 years of relevant and proven professional experience in the areas mentioned above.

Knowledge and Skills:
• Proven experience of at least 5 years in administration in a similar role, preferably in public/international organisations
• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook)
• Excellent command of both written and spoken English
• Strong organisational and multitasking abilities,
• Attention to detail and problem-solving skills,
• Ability to work independently and as part of a team,
• Good interpersonal and communication skills,
• Good analytical skills,
• Highly resilient and able to work under pressure,
• Experience in handling sensitive information with discretion and professionalism.

Advantageous:
• Studies and professional qualifications in a field related to the job profile (Administration).
• Professional experience in a similar position or another European Institution or body, JHA agencies.

Computer skills required:
• Good knowledge of the Microsoft Office suite of software (Word, Excel, Power Point, Outlook) and ability to use software relevant to the financial area;

Language skills required:
• Very good command of both written and spoken English (C1 and above)

What we offer:

• Expected starting date and duration: 16 February 2025 – 15 July 2025
• Monthly gross salary of the position: € 2,849.67
• Deadline for receiving resumes: 24 January 2025

PLEASE NOTE THAT CVs ARE ACCEPTED IN EUROPASS FORM ONLY