Administrative and Logistics Officer

Administrative and Logistics Officer – European Union Diplomatic Academy – College of Europe in Bruges Coleurope

The College of Europe is seeking applications for the position of Administrative and Logistics Officer (100% FTE) to be involved in the implementation of the EU Diplomatic Academy.

Starting as soon as possible and no later than September 2024, the successful candidate will become a key member of the European Union Diplomatic Academy Team.  

Short description of the project:

Following the successful implementation of the pilot programme for a European Diplomatic Academy in 2022-2023 and 2023-2024 and the Council Decision (CFSP) 2024/1472 of 21 May 2024 on a European Union Diplomatic Academy, the College of Europe will continue running training activities of the EU Diplomatic Academy for the European External Action Services (EEAS) under a grant agreement with the Service for Foreign Policy Instruments (FPI).

The College will deliver the following services:

• Design and implement every year two identical editions of a training programme on European Diplomacy and EU External Action for junior diplomats from Member States and EU officials. Each year, the first edition will be held from September to January of the following year; the second edition will take place from February to June (of the same year).
• An “all-in-one” residential format for up to 35 participants per edition to study and live together. Participants will live in one of the residences of the College.
• An established programme of exposure activities for participants in the form of study visits to EU and Member States institutions as well as other stakeholders involved in EU external action.

The role:

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.

This full-time position is based in the College of Europe’s office in Bruges (Belgium). The position would need to be filled as soon as possible and no later than early September 2024.

Required profile:

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).

The College offers:

• An excellent academic and professional setting in a pleasant, international and dynamic working environment;
• The opportunity to actively contribute to a historic project for the College and EU external action;
• An employment contract under Belgian labour law (1-year contract; upon mutual agreement this contract can become a contract of indefinite duration at the end of the initial year);
• A competitive salary;
• A comprehensive benefits package including compulsory holiday pay and an end-of-year bonus, meal vouchers, a transportation allowance, a telework allowance, a hospitalisation insurance, and a complementary pension scheme;
• Legal holidays plus 8 days closing during the winter break, and 2 extra public holidays (9th of May and 11th of July).

Applications:

Applications should be written in English and consist of a detailed CV (max. 2 pages) and motivation letter (max. 1 page). They should be sent by Sunday 11 August 2024 to the e-mail address: eudiplomaticacademy@coleurope.eu, mentioning “Administrative & Logistics Officer – EU Diplomatic Academy” in the subject line.

Early applications are highly encouraged. As applications will be reviewed on a rolling basis, we reserve the right to close this vacancy early if a suitable candidate is found.

Please note that only short-listed candidates will be contacted.

Should you require any further information on this position, please contact Claire Lawrence, Programme Coordinator of the Pilot Programme of the European Diplomatic Academy and Co-Director of the Executive Education, Training & Projects Office (claire.lawrence@coleurope.eu). 

 

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By submitting your application, you consent to have your personal data processed for the purpose of recruitment and the specific position you are applying for. You acknowledge that your data as well as data we receive from academic institutions we can contact for verification purposes, will be processed by the College of Europe, the members of the selection committee appointed by the College of Europe related to this recruitment process.

All information will be treated with the utmost confidentiality and in line with the current data process regulations.

For more information on how we use the information you have provided and how to exercise your rights, please see our privacy notice for recruitment (https://www.coleurope.eu/privacy).

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The College of Europe is committed to equal treatment and opportunity. It aims to reflect the diversity of our society and to offer an inclusive work and study environment for all members of its community. Consistent with these goals, the Bruges campus has a zero tolerance policy for any acts against the dignity and integrity of individuals, whether in the form of discrimination, bullying, harassment, stalking, violence, or sexual misconduct.

 Candidates are therefore recruited and selected on the basis of skills and experience, regardless of age, ability, ethnicity, class and background, political belief, race, religion, gender identity and expression, sexual orientation, culture, or any other grounds.