VN 24/06 Administration and Events Assistant
EUMETSAT is Europeโs meteorological satellite agency. Its role is to establish and operate meteorological satellites to monitor the weather and climate from space - 24 hours a day, 365 days a year. This information is supplied to the National Meteorological Services of the organisation's Member in Europe, as well as other users worldwide.
EUMETSAT also operates several Copernicus missions on behalf of the European Union and provide data services to the Copernicus marine and atmospheric services and their users. As an intergovernmental European Organisation, EUMETSAT has 30 Member states.
Within the Strategy, Communication and International Relations Division (SCIR), the Administrative and Event Assistant will be responsible for providing administrative support to the SCIR division at large, as well as for supporting the organisation of a wide range of events organised by EUMETSAT alone and in partnership or on behalf of the EU Copernicus programme. Support for coordination of EUMETSATโs contributions to exhibitions is also part of the job functions.
Duties
- Provide administrative support to the SCIR Division, including managing appointments, coordinating meetings, arranging travel for team members, planning missions, composing correspondence, and handling post;
- Organise on-site or off-site meetings and workshops involving externals parties as well as high-level visits to the EUMETSAT headquarters;
- Organise in-person, online and hybrid events and conferences, involving liaison with key stakeholders for planning, budgeting and administrative requirements:
- Creation and maintenance of event websites with the support of IT and graphic design experts, in order to support event communication, registration and abstract submission;
- Coordinate day-to-day administration and logistics of events, including: registration monitoring, organising travels for sponsored participants, researching and selecting suppliers, booking venues and other services, planning and organising of networking events;
- Interaction with participants, speakers, including preparation of invitations, announcements, information packages, conference guidelines, etc.;
- Compile meeting analytics, post-events evaluations and lessonsโ learnt reports.
- Coordinate EUMETSATโs contribution to exhibition:
- Support to the procurement of exhibition material, stands and displays, in alignment with overall event objectives and themes and support management of inventory and liaise with suppliers regarding storage, maintenance and shipping;
- Manage budgets related to the procurement, maintenance, and storage of exhibition materials.
- Coordination logistics of transportation, setup and dismantling of exhibition materials at event venues.
LOCATION Darmstadt, Germany
QUALIFICATIONS
A full secondary education together with professional qualification in the field of events support and administration.
LANGUAGES
The official languages of EUMETSAT are English and French. Candidates must be able to work effectively in English. Working knowledge of French would be an asset.
Given the locations of EUMETSAT conferences and sponsored events, the ability to work effectively in German would be a strong advantage.
DEADLINE
10 April 2024
Duties
- Provide administrative support to the SCIR Division, including managing appointments, coordinating meetings, arranging travel for team members, planning missions, composing correspondence, and handling post;
- Organise on-site or off-site meetings and workshops involving externals parties as well as high-level visits to the EUMETSAT headquarters;
- Organise in-person, online and hybrid events and conferences, involving liaison with key stakeholders for planning, budgeting and administrative requirements:
- Creation and maintenance of event websites with the support of IT and graphic design experts, in order to support event communication, registration and abstract submission;
- Coordinate day-to-day administration and logistics of events, including: registration monitoring, organising travels for sponsored participants, researching and selecting suppliers, booking venues and other services, planning and organising of networking events;
- Interaction with participants, speakers, including preparation of invitations, announcements, information packages, conference guidelines, etc.;
- Compile meeting analytics, post-events evaluations and lessonsโ learnt reports.
- Coordinate EUMETSATโs contribution to exhibition:
- Support to the procurement of exhibition material, stands and displays, in alignment with overall event objectives and themes and support management of inventory and liaise with suppliers regarding storage, maintenance and shipping;
- Manage budgets related to the procurement, maintenance, and storage of exhibition materials.
- Coordination logistics of transportation, setup and dismantling of exhibition materials at event venues.
Skills and Experience
- Proven administrative experience in a multi-lingual and international environment;
- Proven experience with support to conference and event organisation, preferably in a scientific, technical and/or international environment;
- Proven experience of online meeting platforms and conference management tools, and any other IT and media tools supporting conference organisation;
- Advanced knowledge of PowerPoint, Acrobat and Excel;
- Strong writing skills to develop letters, conference material: announcements, website content, meeting guidelines;
- Attention to details, documentation and accuracy, and ability to perform multiple parallel tasks without losing calm;
- Ability to work in a team, but also autonomously against set targets;
- Excellent interpersonal and diplomatic skills as required to interact with a range of interfaces, from senior management and partner institutions, to employees and suppliers.
Employment Conditions
The start date for this position will not be prior to 1 December 2024.
The initial contract will be of 4 yearsโ duration, with subsequent 5 year contracts being awarded thereafter, subject to individual performance and organisation requirements. There is no limit to the amount of follow-up contracts a staff member can receive up to the EUMETSAT retirement age of 63 and there are certainly opportunities to establish a long career perspective at EUMETSAT.
This post is graded B2/B4 on the EUMETSAT salary scales. The minimum basic salary for this post is EURO 4188 per month (net of internal tax but excluding pension contribution and insurances) which may be negotiable on the basis of skills and experience. The salary scale provides for increments on the anniversary of taking up employment, and scales are reviewed by the EUMETSAT Council with effect from 1 January each year. In addition to basic salary, EUMETSAT offers attractive benefits. Further information, including salary details, is available on the EUMETSAT web site.
EUMETSAT is committed to providing an equal opportunities work environment for men and women.
Please note that only nationals of EUMETSAT Member States may apply. The EUMETSAT Convention requires that Staff shall be recruited on the basis of their qualifications, account being taken of the international character of EUMETSAT.About EUMETSAT
EUMETSAT is Europeโs meteorological satellite agency. Its role is to establish and operate meteorological satellites to monitor the weather and climate from space - 24 hours a day, 365 days a year. This information is supplied to the National Meteorological Services of the organisation's Member States in Europe, as well as other users worldwide.
EUMETSAT also operates several Copernicus missions on behalf of the European Union and provide data services to the Copernicus marine and atmospheric services and their users.
As an intergovernmental European Organisation, EUMETSAT has 30 Member States (Austria, Belgium, Bulgaria, Croatia, Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Iceland, Ireland, Italy, Latvia, Lithuania, Luxembourg, The Netherlands, Norway, Poland, Portugal, Romania, Slovakia, Slovenia, Spain, Sweden, Switzerland, Turkey and the United Kingdom.)