Administrative Coordinator

European Free Trade Association

Duration
Fixed term three years. If considered desirable and in the organisation’s interest, an additional three-year contract may be offered.

About the Organisation

European Free Trade Association (EFTA) - carries out the day-to-day management of the EEA and Norway Grants. The Grants are Norway, Iceland and Liechtenstein’s contribution to reducing economic and social disparities in the European Economic Area (EEA) and strengthen bilateral relations and partnerships between the Donor States and the 15 Beneficiary States (Bulgaria, Croatia, Czech Republic, Cyprus, Estonia, Hungary, Greece, Latvia, Lithuania, Poland, Portugal, Malta, Romania, Slovakia, and Slovenia). EEA Grants are financed by the 3 donor countries, whereas Norway Grants are financed solely by Norway. We are now entering a new funding period with a budget of 3.2 billion euros. At the same time, we are closing the current funding period with a budget of 2.8 billion euros.

About the role

The Internal Market Division (IMD) of the Secretariat is responsible for serving the EEA EFTA States in their work related to the EEA Agreement. This entails both monitoring and influencing legislation in process on the EU side and facilitating the timely incorporation of adopted EEA-relevant legislation into the EEA Agreement.

The scope of responsibility covers all policy areas of the EEA Agreement and includes free movement of goods, services, capital, and persons, as well as horizontal areas relevant to the four freedoms. The Division consists of 25 persons, including 2 Administrative Coordinators.

The Administrative Coordinators play a central role in the IMD. We are looking for a highly motivated team player who is willing to take on challenging tasks and provide extensive administrative support and assistance to the Director and the Deputy Director, as well as colleagues in the IMD and its external partners. The selected candidate will have to demonstrate a high level of independence and proactivity, and that s/he is able to work efficiently under pressure and juggle a variety of tasks at all times.

Responsibilities

• Assisting IMD colleagues with the preparations of meetings, including drafting agendas and reports, producing statistics and overviews, editing and formatting documents  
• Collection and coordination of input to various processes and documents related to the management of the EEA Agreement, from internal and external partners, ensuring quality and keeping deadlines 
• Providing onsite support and managing logistical arrangements (internal and external) at and for meetings and seminars 
• Proofreading of reports and other relevant documents in English 
• Keep the IMD contacts database and mailing lists up-to-date  
• Distribute, finalise and publish relevant documents, and update the EFTA website, portal (intranet) and extranet 
• Close cooperation with and back-up of other coordinators within the IMD and in EFTA, as needed 
• Handling of invoices and expenses for IMD 
• Liaising internally with the Administration Division regarding absences and other practical matters 

Skills, Competencies, Experience & Attributes

Essential Skills:

• Minimum 3 years of administrative experience in a coordinating role
• Knowledge of and interest in EU affairs and the EEA Agreement 
• Experience in editing and proofreading in English 
• Experience in producing statistics and overview tables in Excel 
• Experience in organising meetings and events 
• Excellent organisational, communication, and problem-solving skills 
• Ability to prioritise tasks and conflicting demands  
• Ability to work under pressure and meet deadlines 
• An eye for detail and a skilled multitasker 
• Ability to maintain confidentiality and exercise discretion 
• A quick learner who is a driver of continuous improvement of processes 

Ideal Skills:

• Knowledge of French and any other EFTA/EU languages would be an asset 
• Work experience, preferably within an international environment 
• Knowledge of document management and case-handling systems

Required Qualifications

• A relevant University degree, diploma, or certificate 

Compensation & Benefits

• International career and learning opportunities  
• An inclusive environment with high regard for cultural differences  
• Competitive benefit package (favourable tax conditions may apply)  
• Generous holiday scheme including a Christmas closure period   
• Medical, life, disability, and travel insurances  
• Savings fund to assist with retirement planning  
• Flexible working arrangements  
• Language training expenses  

Working locations

• Brussels, Belgium

How to apply

• Apply online
• Appointments are normally made at the first step of the grade. The Secretary-General reserves the right to appoint a candidate at a level different from that advertised. 
• This position is open to nationals of all the EFTA (Iceland, Liechtenstein, Norway and Switzerland) and EU Member States. 
• Applicants must apply via the EFTA e-recruitment tool. Please note that only applications received via our web tool will be considered. 
• For further information on this post, please contact:  
  • On substance: Ms Marit C. Schage Andria, IMD Director, [email protected]
  • Technical issues: HR Support, [email protected]  

Policies

EFTA has a dynamic and diverse work environment with the opportunity to work in a team of highly qualified people. Here you will be part of an organisation based on professionalism, cooperation, trust, responsibility, and respect. Through its recruitment policy, the EFTA Secretariat wants to ensure diversity in terms of gender, age, and culture.

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