Detail of the vacancy notice
- Directorate: Directorate for Members, Plenaries, Strategy
- Management: no
- Unit/Service: A2 Bureau, plenary and central meeting service
- Grade: AST1-AST9
- Location: Brussels
Your job and responsibilities
Interested in working at CoR's Central meeting service? Like to help your colleagues to organise meetings and coordinate catering orders for various meetings?
As an assistant in the coordination team of Unit A2, you will be responsible for meeting coordination and catering orders. Ideally, you have a good knowledge of software tools used at the CoR, and specifically Agora, Business Objects, Adonis2/Ares, ABAC which are the essential tools in your daily work. Good knowledge of the financial workflows and experience in operational management of budget lines and contacts are an advantage. Proficiency in EXCEL and MS Office is required.
Your duties will consist in:
- As part of the Central meeting service, manage catering requests for conferences, including the operational management of the dedicated budget line
- Create files for calls for tender, verify invoices and deliveries, coordinate with contractors, follow-up relevant framework contracts
- Generate statistics and compile reporting documents
- Ensure centralised management of the meeting/conference room reservation requests in the 6 building of the CoR through the tool Agora. Process requests to change existing bookings
- Occasionally, handle interpretation requests through SCIC, EP and calls for tender with external contractors
- Additional tasks in the context of the Central Meeting Service, e.g. contribution to external meetings with interpretation and technical logistics
The Central meeting service plans and coordinates the meetings organised by the CoR and provides the necessary logistical and technical support. You will be part of the dynamic team of the meetings coordination sector, which consists of six colleagues.
Are you the talent we are looking for?
GENERAL ABILITIES AND CAPACITIES REQUIRED
- Think with a critical spirit, analyse and solve problems pragmatically.
- Assess critically credibility and reliability of sources, data and information and use relevant digital tools to carry out the duties.
- Organise own work, demonstrate responsibility, identify priorities, take appropriate decisions and deliver results.
- Adapt to an evolving working environment, demonstrate commitment and adopt constructive attitude at all times. Remain effective and flexible even during period of heavy activity.
- Take initiative to achieve individual and shared objectives, demonstrate ownership and work autonomously.
- Learn and professionally develop to continuously enhance job performance and knowledge of the organisation and working environment.
- Work together with others in a constructive way by contributing to diverse and inclusive working environment. Demonstrate respect and courtesy at all times.
- Convey information and relevant opinions clearly and concisely both orally and in writing, facilitate interaction and engage effectively with others. Treat confidential or sensitive information accordingly.
JOB-SPECIFIC REQUIREMENTS
- You have sound experience in work in a public or private administration and are used to following established procedures
- You are at ease with handling IT based applications and processes, you are analytical and rational
- You have a thorough knowledge of one of the official languages of the European Union and a satisfactory knowledge of another of the EU official languages. For functional reasons, a high level of English is required, and a good level of French is an asset.
- You have a good command of IT applications and tools (Outlook, Excel, Word, SharePoint, etc.).
ASSETS
- Previous experience in dealing with CoR financial procedures is a strong asset.
- Knowledge of ABAC is a good asset