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Administrative Assistant

EBU - European Broadcasting Union - 25 September 2009

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Job Description

The European Broadcasting Union is currently seeking a Administrative Assistant  (50% FTE) for its Eurovision Production Coordination subsidiary.

Mission EPC, a 100%-owned EBU subsidiary based in Geneva, is a production company working in sport, cultural events, entertainment and politics. EPC supplies various services: live production, creation of audiovisual content,
transmission-associated production, and corporate communication. The administrative assistant provides support for the managing director by handling administrative tasks: secretarial duties, bookkeeping (with an outside accounting company), invoicing and payments.

Influence

Supports the administrative side of EPC’s business and contributes to the excellent quality of services that the EPC provides for its customers.

Accountability

Job content & diversity
- Handles payments and salaries (checks invoices, expense sheets, e-banking)
- Coordinates accounts with the outside accounting company
- Draws up customer invoices (inter-departmental and external)
- Draws up three-monthly budget reports
- Sends reminders to debtors, suppliers and customers
- Answers telephones
- Various secretarial duties

Independence of action
- Independent time management: freely sets own priorities
- Independence in administrative and bookkeeping duties for EPC

Financial responsibilities
No direct financial responsibilities but prepares all payments (e-banking)

Staff supervision
None

User-focus and communication

Communication/interpersonal skills
- At ease in spoken and written communication; diplomatic
- Able to understand and communicate bookkeeping and financial information clearly
- Flexible and adaptable

Frequency & nature of contacts
Internal: daily contacts with the EPC managing director and the production assistant. Regular contacts with the EBU Finance & Administration Department and the units involved in invoiced services.
External: regular contacts with suppliers and customers (debtors)

Team spirit
- Ability to work constructively within a small team.
- ‘Start-up’ spirit: able to take on part of the production assistant’s work during her holidays or other absences.

‘Can-do spirit’ and problem-solving abilities

Operational
- Excellent organization and logistics skills (knows how to plan)
- Meticulous, precise and rigorous, especially in bookkeeping
- Capable of setting priorities and working within deadlines.

Creativity / curiosity
- Able to define and organize the company’s whole administrative structure (choice of templates for invoicing, choice of software, etc.)
- Able to establish budgetary control and provide support in drawing up the budget and future business plans.

Desirable qualifications

Training - Commercial college diploma or equivalent
Knowledge - Excellent working knowledge of spoken and written French or English, with a good working knowledge of the other language. A third European language would be an advantage.
- Excellent knowledge of office software applications (Excel, Word, PowerPoint). Experience - 5–7 years’ bookkeeping experience in an accounting firm and/or in a bookkeeping department.
- Previous experience of a ‘small-scale structure’, with ‘start-up’ spirit.

Please send your applications to: jobs@ebu.ch and mention EPC in the title. The deadline for applications is 8 October. For further information on the position, please write to: epc@eurovision.net

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