Senior Communications Specialist

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 Executive Support and Stakeholder Relations Unit which is responsible for a wide number of tasks, including management of the Agency’s Management Board, Programme Management Boards, Advisory Groups and other governance bodies, internal and external communication, stakeholder and event management, policy monitoring, protocol and visits as well as support to the Executive Director’s office and the Cabinet. A thorough understanding of the European legislation including the legal basis and regulations applicable to the Agency is essential in the line of the Unit’s work. Performing the everyday tasks to achieve relevant deliverables is supported by proficient level usage of IT tools such as MS SharePoint, MS Teams, MS Office and ARES.

About the role

What will you do?

• Executing and reporting on the Agency’s annual and multiannual action plans, based on the eu-LISA Communication Strategies and related policies;

• Developing of the Agency’s communication channels and information-sharing platforms both for internal and external communication;

• Activities of eu-LISA institutional networks for on- and offline communication and visibility actions;

• Searching actively, analyzing, and proposing ways to improve the Agency’s internal and external communication outputs and formats;

• Preparing inputs to the publications, videos, and awareness-raising products of the Agency;

• Developing the Agency’s external newsletter (writing and coding);

• Making audio recordings of staff assemblies and info sessions;

• Making video recordings and taking photos of eu-LISA events including post-editing;

• Creating/writing content for the Agency’s website and its social media channels;

• Monitoring and reporting on website and social media analytics;

• Responding to media and stakeholder inquiries;

• 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 team members, Units, and Departments involved, as well as with external parties;

• Organising and coordinating appointments/meetings for the Sector and Unit;

• Assisting in all planning, execution, and monitoring processes;

• Providing input to reports related to eu-LISA;

• Organising and participating in events and workshops.

Key qualifications

• Higher education attested by a

  diploma;

• Minimum 4 years relevant professional experience, of which a 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;

• Exercise professional discretion in a highly confidential work environment;

• 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).