Application Open Date:
26/10/2023 – 14:00
Deadline Date:
16/11/2023 – 10:00
Location(s):
Helsinki
Agency:
ECHA
Grade:
FG II
Type of Contract:
Contract staff
JOB Description:
The Administrative Assistant will provide administrative support to Directors, Heads of Units or to operational teams throughout the Agency, including work and cooperation with the horizontal team of assistants. Reporting to the relevant Team Leader, Head of Unit or Director, the main tasks of the Administrative Assistant will include the following:
• Providing general administrative, technical and organisational support (e.g., organisation of meetings and events, assistance in the preparation of relevant documents, handling travel and accommodation arrangements, agenda management and taking meeting minutes);
• Supporting the organisational planning, reporting and monitoring activities;
• Supporting financial processes (e.g. budget planning, monitoring and reporting, financial documentation, contract management, reimbursements, invoices);
• Drafting, editing and formatting of documents;
• Managing incoming and outgoing communications with stakeholders and other partners;
• Monitoring and follow-up of pending files with respect to deadlines;
• Managing and updating databases and document management systems;
• Contributing to the development of IT systems (e.g., collecting user specifications, performing testing, preparing instructions, training);
• Supporting processes and workflows, and contributing to their development and improvement;
• Any other duties as required.
• Providing general administrative, technical and organisational support (e.g., organisation of meetings and events, assistance in the preparation of relevant documents, handling travel and accommodation arrangements, agenda management and taking meeting minutes);
• Supporting the organisational planning, reporting and monitoring activities;
• Supporting financial processes (e.g. budget planning, monitoring and reporting, financial documentation, contract management, reimbursements, invoices);
• Drafting, editing and formatting of documents;
• Managing incoming and outgoing communications with stakeholders and other partners;
• Monitoring and follow-up of pending files with respect to deadlines;
• Managing and updating databases and document management systems;
• Contributing to the development of IT systems (e.g., collecting user specifications, performing testing, preparing instructions, training);
• Supporting processes and workflows, and contributing to their development and improvement;
• Any other duties as required.
Reference ID:
ECHA/CA/II/2023/002
Vacancy Type:
Public
Job Status:
Open