Building EIPA Maastricht

The European Institute of Public Administration (EIPA) is Europe’s leading centre of excellence on European integration and the new challenges for public management. It is our mission to support the European Union, its Member States and the countries associated with EIPA by providing high quality services to develop the capacities of public officials in dealing with EU affairs. In addition to the Maastricht-based headquarters, EIPA has Centres in Luxembourg and Barcelona.

EIPA Luxembourg

EIPA Luxembourg focuses on training, research and consultancy on the practical approximation and application of EU law at the European Union, national and sub-national levels, as well as on the administration and quality of justice. To fill a vacancy in our team of qualified experts, EIPA Luxembourg is looking for a new colleague to fill the role of:

Administrative Assistant / Programme Organiser (F/M)

Fixed term part-time employment,
based in Luxembourg

Job Profile

EIPA Luxembourg currently has 14 staff members, of which eight are scientific staff and six are supporting staff. The Administrative Assistant / Programme Organiser (PO) will be part of the team of Programme Organisers and will report to the PO Coordinator and cooperate closely with the financial department at EIPA Luxembourg, with colleagues at EIPA’s headquarters in Maastricht and with the scientific staff in Luxembourg on a project-by-project basis.

Our new colleague will provide logistic and organisational assistance in projects and various training activities. More specifically, the successful candidate will have an IT-oriented and event organisational profile, and subject to qualifications s/he may assist with marketing, our online Master programme, including uploading files on the MELS Online campus, and/or information on our Twitter account.

Responsibilities

  • Organisational, logistical, administrative and contractual aspects of the organisation of training events in Luxembourg (open enrolment courses) as well as of training and other capacity building activities abroad throughout the EU and countries neighbouring the EU.
  • Formatting of draft programmes into updated templates, booking of travel and accommodation, restaurants and catering services, preparation of travel declarations, liaison with in-house and external trainers and experts, etc.
  • Preparation of activity budgets and control of invoices from suppliers and experts associated with the activities in question before submitting such invoices to the financial department for payment
  • Support the organisation of internal meetings and social events as well as drafting certain internal reports and presentations, preparing travel dossiers, and specific internet research on potential clients/partners.

 Required skills

  • IT-Literacy (Microsoft); E-learning-related IT-skills will be an advantage.
  • Good planning and organisational skills (e.g. time management, ability to prioritise and coordinate the work with others, taking appropriate action when required, capable of coordinating services provided by different suppliers and keeping an overview, both internally and externally).
  • Fluency and ability to communicate at all levels in a professional and representative manner in English and French, both spoken and written, including the capacity to independently draft correspondence and reply to standard inquiries. Similar proficiency in German and/or Luxembourgish will be an advantage.
  • Good communication skills (both written and spoken in the above languages).
  • Being a team player, flexible and proactive, including readiness to help colleagues, to maintain an overview and communicate professionally and politely, even in busy periods.
  • Demonstrated sense of cultural diversity: being able to work in a multinational and multicultural environment.
    • Networking skills: being able to establish and maintain (international) contacts at different levels, within and outside the organisation.
    • Preferably having the nationality of one of the EU Member States, of the candidate countries to the EU, or one of the EEA countries.

    Required knowledge/education

    • BTS – Brevet de technicien supérieur or Bachelor degree (Higher Vocational Education), or equivalent education.
    • Prior relevant practical experience and the ability to think and work accordingly is an advantage.

    Date of commencement: as soon as possible. 

    Applications (Vacancy number V0194)

    The position is part-time (75%) and temporary for at least one year, with the possibility of extension to 18 months. If you are interested, please mail your application (including motivation letter and CV), in English or French, to: personnel@eipa.eu before 10 January 2019. For more information about the position you can contact Ms. Christiane Lamesch by telephone at +352 426 230 302 or by email: c.lamesch@eipa.eu no later than 18 December 2018.

    Interviews are expected to take place in Luxembourg before the end of January 2019.

    Please check our website www.eipa.eu for more general information about our Institute, its activities and other vacancies at EIPA.