Détails de l'annonce
Organisation : RED CROSS EU OFFICE
Site web : http://www.redcross.eu
Adresse email : nancy.geets@redcross.eu
Lieu de l'emploi : Brussels /
Fichier :eso_vacancy_notice_nov_2021.pdf
Type d'emploi : Contrat à durée indéterminée
Type de contrat : Temps plein
Fonction : Secrétariat
Date de publication : 16/11/2021
Date limite : 30/11/2021
Profil
Candidate profile
Education
- Bachelor’s Degree in Office Administration or equivalent work experience.
Experience
- A minimum of five years’ secretarial experience and/or providing general management support.
- Work experience with an international organisation, preferably in a membership office/network, is an asset.
Skills
- Attention to detail and an ability to draft clearly and precisely in English.
- Well-developed PC skills (MS Office, Windows, Power Point and Excel).
- Proven advanced level of both verbal and written communications skills.
- Analytical thinking, judgement and problem-solving and organisational skills.
- Ability to multi-task and meet deadlines.
- Discretion and teamwork
Languages
- Fluent in English and French (spoken and written).
- Good command of another EU language is an asset.
Description
Job Title: Executive Support Officer
November 2021
Background information
Founded in 1983, the Red Cross EU Office is a membership office representing the 27 National Red Cross Societies in the EU, the British Red Cross, the Norwegian Red Cross, the Icelandic Red Cross and the International Federation of Red Cross and Red Crescent Societies (IFRC).
The Red Cross EU Office helps to coordinate relations between its member organisations and EU decision-makers and stakeholders, sharing their extensive expertise in supporting vulnerable people and communities within and outside the EU. Based on our members’ practical insights and technical experience, we promote the dignity and wellbeing of vulnerable people by facilitating and voicing common positions and recommendations towards the EU and Member States. We also monitor European developments that could impact the implementation of our members’ work, as well as supporting them to prepare joint proposals to access EU funding.
For more information, please visit https://redcross.eu/. You can also connect with us via Facebook, Twitter, and LinkedIn.
Job purpose
The Executive Support Officer is responsible for providing high-level administrative and technical support to the office, in particular to the director and the management team. This includes drafting and proofreading formal documents and correspondence, reviewing systems and procedures for running the office, coordinating high level management meetings and supporting membership coordination.
Key responsibilities
Management support
- Provide secretarial support to the director: management of agenda and make arrangements
- Support the management team: coordinate input, prepare documents, sending out agendas, take and disseminate minutes, etc.
- Support meetings of the office management team, including regular weekly and monthly meetings
- Support the management team in coordination among members for large EU funding envelopes
- Support the management team with developing mechanisms and process for coordinating cross-cutting tasks/outputs, such as the funding guide and the engagement strategy.
- Lead the implementation of the greening of the office.
Heighten Red Cross influence
- Contribute to the drafting and preparation of formal documents, papers and presentations
- Review, format and proofread position papers, briefing notes, mission reports, key messages, concept notes, comments and other documents for publication or internal and external circulation
- Draft official outgoing correspondence and review incoming email.
Serve our members
- Maintain contact database and distribution lists.
- Coordinate arrangements for high level meetings, including Annual Meetings.
- Ensure support to the members of the Coordination Group.
- Serve as entry point for member National Societies that are under-represented in office activities and processes and actively work to engage them with the office.
Systems and procedures
- Assess and improve office systems and procedures as requested, producing the relevant templates and documents, and providing guidance to colleagues
- Develop office administration processes, information systems, and documentation management as requested
- Coordinate the update of the members area and the Server