Project Organiser

Project Organiser
Organiser
Luxembourg

This position is no longer available.

About EIPA

The European Institute of Public Administration (EIPA) was created in 1981 on the occasion of the first European Council held in Maastricht and is supported by the EU Member States and the European Commission. Our core mission is to provide a mix of deep insights and practical knowledge about EU policies, to all professionals related to EU public affairs, with the key objective of further improving their skills and capabilities for effective management of the policies. In addition to the Maastricht-based headquarters, EIPA has a centre in Luxembourg: the European Centre for Judges and Lawyers (ECJL).

The position

The Project Organiser (PO) will be part of the team of Project 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. The position involves daily contact with various external experts, service providers, clients, and participants at our training activities, and may – exceptionally – provide the opportunity for travel to provide organisational and logistical support at events taking place outside of Luxembourg.

You will have a wide variety of tasks and challenges, ranging from regular “standard” activities to projects of varying complexity. Your time will be shared between the logistical and organisational assistance in projects and various training activities EIPA is offering.

More specifically, the successful candidate will have an IT-oriented and event organisational profile, ideally combined with interest or experience with marketing related tasks.

Main tasks and responsibilities

  • Collaborate with the rest of the PO team to provide comprehensive administrative and organisational support services
  • Organisational, logistical, administrative, marketing, and contractual aspects of the organisation of face to face and online training events in Luxembourg as well as of training and other capacity building activities abroad throughout the EU and countries neighbouring the EU.
  • 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
  • Use EIPA’s social media platforms and learning management system.
  • To be the main contact point for participants and trainers/experts including logistics (travel, accommodation).

Specific tasks to the post

  • to manage the smooth day-to-day running of the Master of European Legal Studies programme as part of the MELS Online Team, lead by the Programme Director (PD) who is responsible for the overall academic excellence of the programme
  • to be the main contact point for the students and faculty, manage the budget and the scholarships offered
  • to maintain contact with our institutional, accredited partner, l’Université de Lorraine including all related administrative tasks

Running the MELS Online programme will occasionally require working on weekends, which will be compensated.

  • to implement EU funded projects in close cooperation with the project team, including the Project Leader (PL) who is responsible for the content delivery of the project
  • to be the main contact point for the project partners, beneficiaries and the European Commission including)
  • Provide organisational support for the deliverables under the projects, be responsible for the management of the project’s budget in close cooperation with the Financial department.

Running EU-funded projects may include travelling abroad

Required skills

  • IT-Literacy (Microsoft Office, LMS Moodle, video conferencing platforms, social media). Demonstration of a certain level of web mastering and/or E-learning-related IT-skills will be an advantage.
  • High level of 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.

Are you interested?

Applications (Vacancy number VO254)

If you are interested, please mail your application (including motivation letter and CV), in English or French, to: recruitment@eipa.eu before 15 March 2023.

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

Interviews are expected to take place in Luxembourg at the end of March 2023.