Junior Administration and Events Officer

Eastern Partnership Civil Society Forum

Duration
CDD contract of four months with possibility of extension

About the Organisation

Eastern Partnership Civil Society Forum (EaP CSF) is a unique multi-layered regional civil society platform aimed at promoting European integration, facilitating reforms and democratic transformations in the six Eastern Partnership countries – Armenia, Azerbaijan, Belarus, Georgia, Moldova and Ukraine. Serving as the civil society and people-to-people dimension of the Eastern Partnership, the EaP CSF strives to strengthen civil society in the region, boost pluralism in public discourse and policy-making by promoting participatory democracy and fundamental freedoms. The EaP CSF is a non-partisan bona fide non-governmental organisation.

About the role

The Secretariat of the Eastern Partnership Civil Society Forum (EaP CSF) is looking for a Junior Administration & Events Officer. The selected candidate will be tasked with planning, coordinating, and executing events organised by the Forum, overseeing administrative tasks to ensure the smooth functioning of the office, maintaining relations with various office suppliers and contractors, handling phone calls, emails, invitations, and correspondence. The role will be based in Brussels, Belgium.

Responsibilities

Events:

• Collaborate with the EaP CSF Secretariat team to plan, organise, and execute events, including Steering Committee meetings, EaP Civil Society Summit, workshops, seminars, webinars, team and statutory meetings and other related events of the Forum.
• Develop and manage detailed event plans, timelines, and budgets, ensuring cost-effectiveness and compliance with financial guidelines and the Forum’s objectives,
• Coordinate with external suppliers, contractors, and partners to secure necessary resources for events, negotiate contracts where required, and arrange e.g. catering, audio-visual equipment, and other event-related services.
• Book and coordinate travel arrangements, including transportation, accommodation, and any other logistical requirements necessary for participation in Forum’s activities.
• Oversee on-site event management, including registration, participant coordination, and troubleshooting. Liaise with participants to provide event information, handle inquiries, and manage registrations.
• Support event-based fundraising efforts, including coordination with sponsors, preparation of sponsorship packages, and follow-up with partners.
• Conduct post-event surveys and analyse feedback to assess outcomes and identify areas for improvement.
• Work closely with other members of the EaP CSF team, contributing to the overall success of the Forum’s activities and objectives.

Administration:

• Assist in coordinating internal team meetings, handling scheduling, invitations, and logistics.
• Handle incoming and outgoing communications, including emails, phone calls, and general inquiries.
• Ensure adequate maintenance of office space and facilities.
• Plan and purchase office supplies and other equipment.
• Provide administrative support to colleagues in various tasks and projects related to the Forum’s work.

Skills, Competencies, Experience & Attributes

Required Skills & Experience:

• Proven experience in organising large conferences and managing events of at least 2 years.
• Strong organisational and multitasking abilities.
• Excellent communication and interpersonal skills.
• Proficient in Microsoft Office Suite.
• Excellent oral and written communication skills in English. Good oral and written communication skills in Russian and French are considered an asset.
• Holding the legal permission to work in Belgium.

Required Qualifications

• Bachelor’s degree in relevant fields (Event Management, Facility Management, Business Administration)

Compensation & Benefits

• An interesting and varied role in a well-established civil society organisation.
• Being part of a small, friendly, dynamic and international team in the heart of the Brussels EU district.
• Attractive remuneration and competitive fringe benefits:
  • Meal vouchers
  • Representation and teleworking allowance
  • Reimbursement of public transport costs
  • Professional training
  • Extra-legal holidays during summer and between Christmas and New Year.

Conditions of employment

• You need to have legal permission to work in Belgium.

Working locations

• Brussels, Belgium

How to apply

• Please send in your CV and motivation letter directly to [email protected].
• Applications are reviewed on a rolling basis, so we invite you to apply early.

Interviews

• Please note that applications will be considered on a rolling basis.

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