The post of Administrative Assistant provides administrative and logistical support to EU Training HUB Unit of the implementation of exchange and mentoring programmes.

Main tasks:

• General Exchange Programme
• EJTN Exchange Programme
• Mentoring Programme

• Administrative support in the use of Exchange plugin in LEEd and managing questions during the application period:
-- assistance to selection process: checking the applications for exchange criteria;
-- ensure the professional approach of the programme;
-- contact NECs where clarification needed in regards of the application or when information is missing

• Assistance to matching process:
-- register the matches in the Reporting tool;
-- establish list of priorities according to SPD and management direction;
-- establish reserve list if needed;

• Administrative support to the implementation of 150 exchanges:
-- checking the incoming documents (Activity Plans) for well elaborated activity description, learning outcomes and cascading plans to ensure the professional implementation of the programme
-- send confirmation to NECs in relation to acceptance of Activity Plans and ask for amendments where change or more details are necessary
-- register, save, print and file confirmed documents and follow up of documents with NEC where amendment is needed
-- update Reporting Tool to include all data for CEP exchanges o Checking the Travel Request Forms
-- closely monitor and register the status of the bookings o Contact with NEC / participant in relation to logistics issues of their travel
-- follow up on missing documents (NEC)
-- check, save, print, file and register the booking confirmations (flight ticket, hotel voucher, pro-forma invoice)
-- In case of issue, contact Travel team, Travel Agency / NEC / participant

• Prepare statistics regular and ad hoc
• Administrative support to the preparations of the National Exchange Coordinators meeting
• Deletion of personal data in line with privacy statement, Shred paper files and delete personal data from the electronic folders in line with the Privacy policy
• Ensure smooth cooperation between CEP and ICU Exchange Programmes

Requirements:

Education:
• as minimum, secondary, post-secondary education attested;

Work experience:
• Minimum 2 years,

Knowledge and Skills:
• Experience in organising meeting and training events
• Excellent organisational and logistic skills, ability to schedule and prioritise
• Attention to detail, administrative skills and ability to work effectively in a team
• Experience in using online training tools for educational purposes;
• Good analytical skills
• Excellent Office suite ICT skills, in particular Word and Excel, presentations
• Ability to deliver under stress
• Good inter-personal and communication skills
• Excellent moderation, presentation and communication skills
• Very good command of written and oral English corresponding to level C1 or higher of the Common European Framework reference for Languages
• Motivation – open and positive service-oriented attitude

Advantageous Selection Criteria
• Experience in using online training tools for educational purposes
• Experience in working in international teams and in an international context
• Experience working in the Moodle learning management system
• Experience delivering online activities
• Knowledge of quantitative and/or qualitative analyses methods;
• Experience in visualisation of data
• Good knowledge of the EU security environment
• Experience delivering online activities

Computer skills required:
Solid computer skills, including proficiency with Microsoft Office Applications (Word, Excel, PowerPoint)

Language skills required:
Very good command of both written and spoken English (C1 and above)

What we offer:

• Expected starting date and duration: 16 February 2025– 15 July 2025
• Monthly gross salary of the position: € 2,225.88
• Deadline for receiving resumes: 17 January 2025

PLEASE NOTE THAT CVs ARE ACCEPTED IN EUROPASS FORM ONLY