Detail of the vacancy notice
- Directorate: Directorate for Members, Plenaries, Strategy
- Management: no
- Unit/Service: Unit A2 Bureau, plenary and central meeting service - Central meeting Service
- Grade: Temporary staff AST-SC1
- Location: Brussels
- Period: 3 years, starting from 01/12/2025
- Application: Online application form
Your job and responsibilities
Do you like organising meetings and dealing with logistics and technical preparation? Do you have good communication and coordination skills?
The European Committee of the Regions (CoR) hosts around 1 000 meetings per year, including plenary sessions and meetings held in different European (EU) countries. You will be part of a dynamic and multidisciplinary team that contributes to the logistical organisation of these meetings. As a secretary/clerk in the Coordination team of the Central meeting service, your duties will consist of:
- Encoding meetings in and outside Brussels in the database;
- Sending interpreting requests to providers;
- Dealing with catering requests, including the purchase procedure;
- Supporting the logistical organisation of commission meetings outside Brussels. Among other tasks, you will work with the CoR departments organising the meetings and the local hosts;
- Assisting colleagues in the preparation and launch of calls for tenders related to the logistical and technical support for meetings;
- Acting as operational initiating agent for procurement procedures related to meetings;
- When needed, coordinating with the ushers team on logistical tasks.
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 periods 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
- Previous experience in the organisation of meetings for European Institutions;
- Familiarity with videoconferencing platforms and remote interpretation tools
- Experience in establishing and keeping relationships with other services and with external providers (interpreters, catering, technical services);
- Ability to anticipate logistical risks (delays, last-minute changes, technical issues) and propose quick, effective solutions;
- You are open to learning job-specific IT tools and procedures;
- You are open to learning the basics of public procurement and financial procedures;
- You have a thorough knowledge of one of the official languages of the EU and a satisfactory knowledge of another of the official EU languages. For operational reasons, a high level of English is required and a good level of French is desirable.
Please note that candidates must meet the eligibility criteria specified in art. 12(2) of the Conditions of Employment of Other Servants.
ASSETS
- Previous experience with public procurement procedures for meeting-related services;
- Experience using specific tools of European institutions (e.g., SharePoint, Agora, Adonis, Ares, Webdor etc.).