Events and Communications Assistant

Ref.: EUISS (2023) TEMP 01

Status: Temporary Staff Member

Place of employment: Brussels

Indicative starting date: 16/06/2023

Salary

The successful candidate will receive a monthly salary of €2.477,66 per month, subject to national taxes and health insurance.

Duration

The successful candidate will be offered a 7-month contract. Although not envisaged at the moment of publication, an extension is possible for a period of up to 17 additional months.

Place of employment: Brussels

Job description

The European Union Institute for Security Studies (EUISS) is the 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 to cover the period of absence of a serving staff member. The Events and Communication Assistant will report to the Head of Administration and Personnel and/or the Director and will join a highly qualified and motivated team engaged in providing relevant expertise to both EU/national officials – through publications, seminars and other activities.

Main responsibilities

The selected candidate will join a team assisting the Institute’s Analysts in the organisation of events (in-person or online) 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 and the Brussels Office Coordinator, the Events and Communication 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.

In close cooperation with the Communications Coordinator, the selected candidate will:

- assist in the creation of EUISS content for social media (Twitter, Facebook, LinkedIn etc.); 

- assist in monitoring EUISS social media platforms;

- assist in monitoring and responding to general enquiries or requests to access documents/information.

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 one year experience in a similar role.

Selection criteria

- Excellent organisational skills;

- Excellent communication skills;

- Creative, flexible, organised, independent, solution- and output-oriented, and meticulous in achieving delivery targets;

- Strong interpersonal skills, including the ability to work effectively in a multi-cultural and multi-disciplinary environment as a team member as well as independently;

Languages

- Excellent English writing and speaking skills, as well as satisfactory knowledge of at least one other EU language.

Procedure

The candidate awarded the position will have the status of temporary staff member.

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

The deadline for submitting applications is Friday 19 May 2023, 14:00 CEST.

The Selection Board, chaired by the Director of the EUISS, will screen the applications and establish a shortlist of candidates to be interviewed remotely.

Following the interviews, the successful candidate will be offered a contract for a period of seven months.

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 (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.

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 also have 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 or the selection procedure or the procedure to follow in case they want to lodge a complaint, they should contact Human Resources using the online contact form and indicating the reference of the vacancy notice.