Administration and Events Coordinator

ADMINISTRATION AND EVENTS COORDINATOR

Ref.: EUISS (2025) TEMP 03

Status: Temporary staff member

Place of employment: Brussels, Belgium

Starting date: as soon as possible

The successful candidate will be offered a contract until 15 September 2028, subject to the availability of funds.

Salary: 

The monthly salary for this full-time position is EUR 4,650, subject to national taxes and social insurance.

Job description:

The EUISS has been entrusted to implement the ‘Security Coordination and Programme Enhancement (SCOPE)’ project under the ‘Global Threats Programme (GTP)’ of the ‘EU Neighbourhood Instrument’ which is financed from funds of the EU budget. With an envisaged duration until 15 September 2028, the SCOPE project has a global geographical scope and covers several thematic priorities: counterterrorism and prevention of violent extremism, mitigating CBRN threats, combating organised crime, addressing critical infrastructure threats as well as threats related to effects of climate change.

The SCOPE project focuses on five output areas: (1) monitoring of programme actions and impact paired with recommendation of corrective measures, (2) ensuring coherence and coordination of programme components and with other linked initiatives, (3) identifying areas for development through context expert analysis, (4) providing technical expert advice to ensure quality and standards, (5) supporting programme visibility within EU as well as partner countries and organisations.

The EUISS seeks to hire a pro-active and hands-on Administration and Events Coordinator who will coordinate the organisation of SCOPE-related events in various formats and provide administrative support to ensure smooth implementation. Reporting to the SCOPE Team Leader, the incumbent will work closely with project core team and partner organisations. The role may entail occasional missions.

Main responsibilities:

  • Planning, organising and ensuring delivery of SCOPE-related small and large-scale events, as well as field missions where required, including drafting the terms of reference and budget, as well as logistics and travel arrangements;
  • Coordinating with event partner organisations and managing contracts with services providers (venues, caterers, content providers, etc.);
  • Ensuring follow-up with partner organisations, event participants and other stakeholders after the events, including the preparation of activity reports;
  • Ensure administrative and financial follow-up in line with EU service contract procedures;
  • Collecting documentation relevant for project reporting purposes (e.g. indicators reporting);
  • Liaising with partner organisations regarding their project-related administrative and reporting obligations (e.g. collection of timesheets, invoices etc.) to ensure the timely and compliant implementation of the project;
  • Contributing to other SCOPE-related activities as required.

Eligibility criteria:

On the closing date for applications, candidates must fulfil all the following conditions:

  • Be a national of a member state of the European Union who enjoys full rights as a citizen attested by a recent extract from judicial records and/or certificate of good conduct;
  • Have fulfilled any obligations imposed by national law on military service;
  • Be physically fit to perform the required duties.

Selection criteria:

Professional experience

  • At least 3 years of relevant professional experience in the planning, organisation and delivery of events;
  • Proven knowledge of administrative and financial rules and procedures for EU funded projects and/or service contracts;
  • Prior work experience in EU Institutions and/or in EU-funded projects, including collaboration with project partners from the EU, national governments, civil society and private sector.

Qualifications and skills

  • A university degree in event management, marketing, communication or other disciplines relevant to this position;
  • Knowledge of event management software and proficient use of common IT tools and Microsoft technologies (Word, Excel, PowerPoint);
  • Very good organisational skills paired with the ability to work well under pressure and to deliver high-quality results under tight deadlines;
  • The ability to accurately organise, process and manage administrative and financial documents and data;
  • Strong teamwork and interpersonal skills, including the ability to work effectively in a multi-cultural and multi-disciplinary environment;
  • High professional values and standards characterised by proactiveness, diligence, integrity and confidentiality;
  • Very good command of English (writing and spoken) and a satisfactory knowledge of another official language of the European Union; knowledge of French will be considered an asset.

Procedure:

All interested candidates must complete the online application form and attach:

  • A detailed CV in English (with a clear indication of educational attainment and professional experience);
  • A cover letter in English addressed to the EUISS Director;

Applications received by email, or post will not be considered. Only correctly and fully completed applications will be accepted.

The deadline for submitting applications is Friday 19 September 2025, 12:00 (midday) CEST.

All eligible applications will be scrutinised by a Selection Committee. Candidates whose applications best match the selection criteria will be invited for an interview. In addition, a second interview or written tests may be carried out.

The successful candidates will be offered a full-time contract until 15 September 2028 with a four-month probationary period.
All applicants will be informed of the results of their application by the end of the procedure.

The EUISS is an equal opportunities employer and accepts applications without distinction on the grounds of age, race, political or religious conviction, sex or sexual orientation and regardless of disabilities, marital status or family situation.

Any questions related to this selection procedure have to be submitted to EUISS Human Resources via the online contact form and indicating the reference of the vacancy notice.

The processing of personal data by the EUISS is governed by Regulation (EU) 2018/1725 of the European Parliament and of the Council of 23 October 2018 on the protection of natural persons with regard to the processing of personal data by the Union institutions, bodies, offices and agencies and on the free movement of such data, and repealing Regulation (EC) N° 45/2001 and Decision N° 1247/2002/EC. By submitting an application, the applicant consents to the processing of the personal data contained in the application form and the supporting documents enclosed therewith, in the sense of Article 5.1 (a) of the Regulation. The personal data in question is collected by the EUISS for the sole purpose of this selection process.