Events and Communication Assistant

Ref.: EUISS (2018) PER 003

Events and Communication Assistant (EUISS Post 26)

Contract Staff Member

Grade B2

Place of employment: Paris Headquarters

Indicative starting date: 1 April 2018

Salary:

The salary scale of the EUISS is calculated according to that of the Coordinated Organisations, to which the grade B2 makes reference.

Duration:

3 years, renewable.

Job description

The European Union Institute for Security Studies (EUISS) is an EU agency that analyses foreign, security and defence policy issues. With its headquarters in Paris and a liaison office in Brussels, it also acts as an interface between European experts and decision-makers at all levels.

The EUISS seeks to hire an Events and Communication Assistant who will join a highly qualified and motivated team engaged in providing relevant expertise to both EU/national officials and the wider public – through publications, seminars and other activities.

Main responsibilities

The post involves a wide range of responsibilities within the Institute’s mandate and may evolve over time to adjust to changing needs and workload.

As Events Assistant, the selected candidate will join a team assisting the Institute’s Analysts in the organisation of events such as seminars, conferences, workshops and dialogues.

Under the supervision of the Director and/or the Head of Administration and Personnel and in close cooperation with the Analysts, the Events Assistant is responsible for dealing with all logistical aspects of an event, including:

• preparation and follow-up of the events budget;
• invitations to speakers and participants;
• online registration for larger events;
• preparation and diffusion of the programme, list of participants, and all other event-related documents;
• travel and accommodation arrangements for speakers and participants, as required;
• liaison with staff at the venue concerning catering, technical requirements, registration of participants, etc.

As Communication and Editorial Assistant, under the supervision of the Director and/or the Head of Administration and Personnel and in close cooperation with the Public Information Officer and the Publications Officer, the selected candidate will:

• aid with proof-reading publications;
• ensure contracts and guidelines are issued to external authors and due payments are carried out on delivery of published text;
• ensure the subscriptions for press, documentation and online services are up-to-date;
• help with formatting of publications (including aid with illustrative material);
• help regularly update EUISS online content (including the website and social media platforms);
• help prepare briefings, presentations, interventions when required;
• liaise with the Office of Publications or with printers when required;
• ensure correct publication numbers (ISSN/ISBN, etc.) are obtained and applied;
• manage small-scale mailing of publications;
• be the main person responsible for the Institute’s switchboard.

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.

Education/Experience

• Have a minimum of a bachelor’s degree and at least three years’ experience in a similar role.

Languages:

• Be completely fluent in English and have a thorough knowledge of at least one other EU language.

Selection criteria

• Excellent command (both oral and written) of English. Working command of French would be a plus;
• Excellent organisational skills, ability to prioritise and multitask;
• Team spirit and good communication skills;
• Sense of initiative;
• A sound knowledge of and interest in the EU and its institutions;
• Ability to work in a small international team;
• Experience of online publishing would be a plus;
• Excellent knowledge of Microsoft Office suite (full proficiency in Word, Excel, PowerPoint). Familiarity with Adobe InDesign, Adobe Illustrator and other related software would be a plus;
• Relevant work experience in similar positions in European institutions and/or agencies would be an advantage.

Procedure

• All interested candidates must complete the online application form, and attach:
• A detailed CV (with a clear description of education and professional experience);
• A cover letter addressed to the EUISS Director.

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

The deadline for submitting applications is Friday, 23 February 2018, 1800 CET.

The Selection Board, chaired by the Director of the EUISS, will screen the applications and establish a shortlist of candidates to be interviewed via conference call. Candidates retained after this initial interview will then be invited for a second interview in person.

Following the interviews, the successful candidate will be offered an initial contract of three years with a nine-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, philosophical or religious conviction, sex or sexual orientation and regardless of disabilities, marital status or family situation.

The processing of personal data by the EUISS is governed by Regulation (EC) N°45/2001. 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 (a) of the Regulation. The personal data in question is collected by the EUISS for the sole purpose of this selection process.

Complaints: Candidates have the right to address to the Director of the EUISS an administrative complaint under Article 30.1 of the EUISS Staff Regulations. The complaint must be directed against an act that adversely affects their legal status as a candidate.

Candidates have also the right to submit an appeal to the EUISS Appeals Board, under Article 30.3 and Annex X of the EUISS Staff Regulations. Appeals are not admissible before an administrative complaint has first been made.

Candidates can make a complaint to the European Ombudsman. It should be noted that, under Article 2(4) of the general conditions governing the performance of the Ombudsman’s duties, any complaint lodged with the Ombudsman must be preceded by the appropriate administrative approaches to the institutions and bodies concerned.

Should a candidate have any questions related to the current vacancy notice, the selection procedure, or the procedure to follow in case they wish to lodge a complaint, they should contact ‘Human Resources’ using the online contact form and indicating the reference of the vacancy notice.