Traineeship Admin, logistics, event

The European Endowment for Democracy (EED) is a grant-giving organisation based in Brussels.

EED’s goal is to provide flexible support to democracy activists, complementing other EU and member state democracy support programmes. EED provides context-based, demand driven support based on a principle of fostering democracy and facilitating initiatives of local actors. Its geographic mandate covers the European neighbourhood and beyond.

The trainee will support EED’s reception desk and assist EED’s secretariat in making travel and accommodation arrangements, processing invoices and providing logistical assistance to events.

Responsibilities

• Sit at the reception desk and welcome visitors to EED.

• Assist in implementing EED security arrangements and monitoring of EED security cameras.

• Support the EED secretariat in organising the logistics of missions for EED staff (including booking travel and accommodation of participants)

• Assist in processing EED invoices, and other support to the EED finance team, as required.

• Assist in organising the logistics for EED events and engagement with members of the EED community of practice (including travel and accommodation of participants)

• Assist with events organisation (including arranging room layout, interpretation, catering organising participant lists and welcoming guests, reception duties, etc.)

• Update EED databases and maintain the EED archive.

• Draft the minutes of the weekly staff meeting

• Assist with other administrative tasks of the EED team.

Requirements

• Fluency in English and good French

• Proficiency in Microsoft and other IT platforms

• Prior experience in administrative jobs a plus

• The successful candidate should be ready to undergo training to receive an “attestation générale de compétence Agent de gardiennage” before taking up duties.

How to apply

Should you be interested in this position and meet the criteria, please submit your CV (Europass format required), motivation letter (one standard page max) and contact information for two referees. Applications should be made here. After successfully submitting your application, you will receive an automatic email confirming receipt of your application. Please no phone calls/emails/letters. Applications will be subjected to pre-employment screening & vetting, including criminal records check. Unfortunately, we cannot respond to every application, therefore only short-listed candidates will be contacted for an interview. The information provided in the applications is subject to EU legislation on protection of personal data and confidentiality of information.

Terms and Salary

The contractual relations with the trainee will be regulated by a Convention d’immersion professionnelle (a professional immersion agreement under Belgian Law), which requires all trainees to be less than 30 years old.

The expected level of monthly remuneration is around €1800 net per month, in addition to meal vouchers and the reimbursement of a monthly subscription to Brussels public transport.

Work place: EED Secretariat, located in the centre of Brussels, Belgium.