Administrative and Project Support Specialist position at the ECDC

The European Centre for Disease Prevention and Control (ECDC) seeks for a Administrative and Project Support Specialist.

Job Description

The jobholder will support a grant-funded project at ECDC and be responsible for carrying out tasks in one or more of the following areas:

Project Management Support

• Provide daily administrative management of the project, including drafting notes, minutes, correspondence and necessary follow-up;
• Support the project monitoring and tracking of activities including compiling and reviewing project metrics;
• Develop and maintain project related databases and reports;
• Design and support project coordination meetings, events, prepare presentations in support of project needs;
• Work closely with the project manager/members and the Centre’s centralised support functions to identify and resolve issues related to the project.
• Contribute to the preparation, implementation, and monitoring of project communication and visibility activities.

Business Travel and Event Organisation

• Support the organisation of physical, online, virtual and hybrid meetings, workshops and events in compliance with ECDC procedures:
• Collaborate with ECDC suppliers in the provisions of event-related services such as venue rental, catering, security, accommodation and travel arrangements;
• Provide financial and administrative support in management of the events, including planning, preparation, organisation, and follow-up of events, including services to ECDC staff and meeting delegates with their travel and hotel arrangements;
• Guide and support on workflows, guidelines and rules on travel arrangements, meeting organisations and reimbursements;
• Process travel requests, mission orders, travel claims and reimbursement applications;
• Verify invoices and registration of travel and financial information into ECDC monitoring systems.

Fellowship Administration

• Provide logistic and administrative support to MediPIET fellowship modules and other training and network activities, including MediPIET training site visits, primarily in countries outside of the EU;
• Support the selection process for each MediPIET cohort, including facilitating interviews, both face-to-face and through online technology;
• Provide administrative and logistic support to MediPIET scientific coordinators and other staff, including in the design and implementation of processes (e.g. MediPIET site
  visits);
• Guide MediPIET fellows and network members on administrative requirements;
• Support the maintenance of MediPIET online platforms (ECDC Virtual Academy, MediPIET website, Extranet);
• General administrative support applicable to all areas mentioned above.
• Qualifications and experiences required

Formal requirements

• In order to be an eligible candidate you need to fulfil a set of formal requirements. These requirements are:
• A post-secondary education attested by a diploma, or a secondary education attested by a diploma giving access to post-secondary education and appropriate professional experience of 3 years;
• Thorough knowledge of one of the official EU languages and a satisfactory knowledge of another official EU language to the extent necessary for the performance of his/her duties;
• Nationality of one of the EU Member States or of Norway, Iceland or Liechtenstein;
• To be entitled to his or her full rights as a citizen;
• To have fulfilled any obligations imposed by the applicable laws on military service;
• Meet the character requirements for the duties involved; an
• Be physically fit to perform the duties linked to the post.

Professional experience/knowledge

• At least 3 years, following the award of the diploma, of professional experience acquired in positions relevant to the job description;
• Proven professional experience and knowledge in at least one of the following fields
• project management support, business travel and event organisation, fellowship or training organisation;
• Experience in working with support tasks in the areas of procurement, contract management, budgets and/or statistics;
• Experience in working in a multicultural environment;
• Excellent command of Microsoft Office (Word, Excel, PowerPoint, Outlook) and experience in maintaining databases;
• Excellent level of English, both written and spoken.

Location

Sweden

Deadline

12 February 2021

More information

Vacancy

EPSO