Project Support Assistant – Council of Europe Office in Lisbon

The incumbent performs the following key duties:

• drafts and formats standard correspondence, replies to invitations, memoranda, files and presentations in accordance with instructions; organises files; attributes reference nº to important documents
• assists in the practical organisation of international meetings;
• makes travel and accommodation and other logistical arrangements,assists in the reimbursement of travel expenses in accordance with relevant procedures and in cooperation with CoE’ GDD travel manager;
• may occasionally need to travel to assist in meetings and events;
• keeps track of relevant deadlines – among other deadlines for contributions for CoE – and follows and coordinates with colleagues in order that deadlines are respected;
• keeps institutional mailing/contact lists up to date, in particular Statutory Bodies mailing lists;
• follows administrative email nscinfo and distribute information among colleagues
• seeks and collects information, documentation and data
• prepares production or distribution of documents ;
• prepares reports, briefings and other documents related o the project objectives;
• keeps documents, files, data bases, documentation accurate and up-to-date;
• follows up work of activities in progress;
• classifies files, catalogues and indexes documentation;
• liaises with colleagues in all relevant Services of the Council of Europe and with stakeholders such as project consultants, beneficiary institutions, donors and other partners as regards the implementation of activities;
• re-reads and makes grammatical corrections of texts before final publication; checks translations;

Please note that the incumbent may be required to perform other duties not listed in the vacancy notice.

The incumbent will assist the Programme Coordinator in the administrative tasks related with the implementation of the NSC programme of activities.