Senior Management Assistant

Ever dreamt of cooperating with a European Institution?

eu-LISA is the Agency of the European Union (EU) established to provide a long-term solution for the operational management of large-scale IT systems, which are essential instruments in the implementation of the asylum, border management and migration policies of the EU.

The Agency’s core mission is to be dedicated to continuously add value to Member States, supporting through technology their efforts for a safer Europe.

To support eu-LISA’s core administrative functions, non-ICT consultancy services are necessary to ensure the provision of deliverables in support of activities carried out by the Agency to ensure governance, planification, business continuity and internal control towards the execution of its mandate.

Currently there is a need for administrative support services for the Governance and Capabilities Unit (GCU) which shall mainly include the delivery (drafting or updating) of statutory documents, for example Single Programming Documents, Consolidated Annual Activity Reports, Interim reports, statistical reports on the systems in operation, as well as reports on the technical functioning and others.

About the role

The contractors shall provide support to:

• the training team with eLearning products as per the content developed.

• the teams and/or to the Head of Unit, editing or visualisation services.

The system for hierarchical documents shall be maintained/updated as well as the charters of the organisational entities.

What will you do?

• Keeping up-to-date the calendar of the Head of Unit, coordinating with the Executive Director and Deputy Executive Director Offices, organising and coordinating appointments;

• Preparing documents such as reports, notes, letters, presentations, and minutes of meetings, coordinating and managing the document flows;

• Coordinating the flow of work in liaison with other staff members, Units, and Departments involved, as well as with external parties;

• Organising meetings (e.g. Unit meetings, topical meetings, meetings with external stakeholders) and workshops:

  • organising the agenda;

  • collecting input;

  • logistics;

  • liaising internally with all parties involved;

  • welcoming external participants;

• Organising events (e.g. team building events, events with external stakeholders):

  • l

    iaising with the contractor for provision of event management services;

  • coordinating with Procurement;

  • coordinating with third parties hosting the event;

• Updating the Unit and Sectors’ intranet pages;

• Collecting input from various parts and consolidating it in a coherent manner;

• Performing any other tasks.

Key qualifications

• Higher education attested by a diploma OR a level of secondary education attested by a diploma giving access to post-secondary education;

• Minimum 4 years relevant professional experience, of which minimum 3 years experience in administration or human resources or finance or communications or event management or facilitation;

• Experience in the field of administrative work;

• Excellent usage of MS Office, in particular MS Excel;

• Ability to work under pressure and respond to changes in a rapidly evolving work environment;

• Ability to e

  xercise professional discretion in a highly confidential work environment;

• Ability to cooperate smoothly in the multicultural environment;

• Proven strong level of personal integrity;

• Supportive and helpful personality, with a cooperative and service-oriented attitude;

• Good communication and interpersonal skills;

• Proficiency in written and spoken English (level C1 or higher);

• Good level of Estonian language (level B2 or higher).