JOB DESCRIPTION

Is this job for you?

You will work in the Corporate Services Section in the Resource Management Services (RMS) unit. To find out more about what the unit does, visit https: //www.ecdc.europa.eu/en/about- us/ecdcs-organisational-structure.

Reporting to the Group Leader Missions and Meetings, you will be part of a team of approximately 5 staff, supporting the Centre’s work related to travel and events.

In this position, you will have a wide variety of tasks that will give you the opportunity to:

• Handle enquiries and requests from ECDC staff and from external stakeholders and provide advice on matters relating to travel and event organisation;
• Cooperate with the operational and support units in the development and monitoring of requirements and budgets for travel and events, in accordance with the Agency’s rules and procedures;
• Manage the implementation of contracts: order supplies and services related to travel and events, monitor and supervise service delivery in accordance with contracts;
• Initiate and manage, in collaboration with internal stakeholders, the procurement of goods and services as required. Prepare specifications and supporting documents for contracting products and services related to travel and events;

 

• Support the regular forecasting and planning of travel and events activities and budgets. Support the implementation of the Agency’s annual budget by timely processing of financial transactions, in accordance with the Agency’s procedures;
• Support the development and regular review of policies, procedures, guidelines, work instructions and IT systems;
• Maintain up-to-date information on the Agency’s content management platform, the Agency’s intranet and support the appropriate internal communication to staff;
• Carry out general support activities and make logistical arrangements;
• Provide general administrative support, including electronic document archiving, filing, document registration, maintaining databases, etc;
• Compile reports, track and monitor timelines, collect, check and validate information, documentation and data;
• Perform any other tasks or duties within the scope of corporate services, as assigned by line management.

What are we looking for?

1. Formal requirements

For your application to be considered eligible you must fulfil all the following requirements by the application deadline:

• A post-secondary education attested by a diploma1; or a secondary education attested by a diploma giving access to post-secondary education and appropriate professional experience of 3 years;
• Thorough knowledge of one of the official EU languages and a satisfactory knowledge of another official EU language to the extent necessary for the performance of your duties2;
• Nationality of one of the EU Member States or of Norway, Iceland or        Liechtenstein

and to be entitled to your full rights as a citizen;

• To have fulfilled any obligations imposed by the applicable laws on military service;
• Meet the character requirements for the duties involved3; and
• Be physically fit to perform the duties linked to the post.
• You will need to provide appropriate documents to show that you meet all of the above criteria.
  1. Selection criteria

  For your application to be evaluated further, you will also need:

  • At least 3 years (following the award of the diploma) of professional experience acquired in positions relevant to the job description, preferably in a multicultural environment;
  • Proven and recent professional experience in hospitality, organising business travels and/or event organisation;
  • Proven and recent professional experience in managing budgets, invoices and payments, preferably within events/conferences;
  • Experience in drafting or improving guidelines and procedures and preferably knowledge of project/change management;
  • Excellent command of English, both written and spoken.

  Additionally, we will assess the following competencies:

  • Excellent communication and interpersonal skills;
  • Customer service orientation;
  • Adaptability and flexibility, with an excellent ability to perform  under          pressure;
  • Ability to work independently as well as cooperatively in a multi-disciplinary team;
  • Organisational and problem-solving skills;
  • Sense of accountability, accuracy and attention to detail.

  Depending on the number of applications received, the selection committee may apply stricter requirements within the aforementioned selection criteria.

How do you apply?

To apply for this vacancy, please create/ log in to your ECDC e-recruitment user account.

See detailed instructions on how to apply here:

https://www.ecdc.europa.eu/sites/default/files/documents/Candidate-E-recruitment-user-

guide.pdfhttps://www.ecdc.europa.eu/sites/default/files/documents/Candidate-E-recruitment-

user-guide.pdf

Please submit your application well ahead of the deadline in case of technical issues and/or heavy traffic on the website. After submitting your application, you will receive an automatic email message confirming receipt of your application. Ensure that the email address you provide for your applicant account is correct and that you check your email regularly.

ECDC does not accept applications submitted after the deadline or applications submitted by email, mail or any other means.