For the implementation of the INTERREG IVC programme (2007-2013) as well its successor programme INTERREG EUROPE (2014-2020), a Joint Secretariat (JS) has been set up in Lille (France). The JS is looking for one assistant to support the Projects & Platforms unit (10 people).
This person would be responsible for the administrative follow-up of all aspects of the platforms and projects including contracting and following suppliers, secretarial support, and logistics. For the platforms, the person would also follow the budget management.
Tasks and responsibilities
Secretarial support: ensure the secretarial support of the team e.g. , correspondence, mailing and address lists, external communication, photocopying, printing documents, file-keeping, answering phone enquiries, managing the staff’s agenda, taking care of the travel arrangements, participating in and drafting the minutes/decision notes of team meetings.
Event logistics: Assist in the organisation of meetings & events (such as Lead partner or thematic seminars) e.g. set up and follow registrations, prepare practical information and evaluation material, coordinate with venue and catering providers.
Administrative support: Prepare contracts with service providers, consultants and contractors in compliance with French and European procurement rules; preparation of tender documents in French and English, follow-up of selection and contracting process, purchase orders, financial follow-up of contracts & their renewals. Assist in the follow-up of the financial management of the platforms’ budget and contracts (e.g. prepare budget monitoring templates, tables and statistics, review and follow up financial reports).
Replace the other assistants when required.
Qualifications / Selection criteria
Basic requirements:
Qualification or proven professional experience in administrative and/or organisational matters;
English & French mother tongue or equivalent;
Excellent computer literacy, including MS Outlook and Office (Word, Excel and PowerPoint); ability to pick up new tools quickly;
Past experience of working within a team in a European / international environment;
Knowledge of and experience in basic public procurement procedures;
Outstanding organisational skills, accuracy and assertiveness;
Good communication and drafting skills;
Ability to manage different tasks at the same time and to respect deadlines.
Other relevant skills:
Open-mindedness and resourcefulness; independence, but good team working abilities;
Other European language(s) appreciated;
Knowledge or experience in Structural Funds/ Cooperation programmes an advantage.
Location: Lille, France
Application deadline: 20 September 2015
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