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Administrative Coordinator

CLASP - 13 November 2009

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Job Description

Administrative Coordinator for rapidly growing, international energy efficiency non-profit
 
Collaborative Labeling and Appliance Standards Program (CLASP)
Administrative Coordinator - Brussels, Belgium - Full-time
 
 
About the Organization:
In the fight against climate change, energy efficiency standards and labels (S&L) for new appliances, equipment, and lighting products offer enormous carbon reduction potential and are an especially cost-effective policy option for conserving energy. The Collaborative Labeling and Appliance Standards Program (CLASP) is head-quartered in Washington, DC, and was established in 1999 to help S&L policy makers and practitioners foster socio-economic development, improve the environment, stimulate global trade, and alleviate poverty. CLASP organizes teams of local and international experts to provide best practice technical advice on standards and labelling policies (S&L) to governments and organizations working to develop them. CLASP has been selected by ClimateWorks Foundation to be a Best Practice Network (BPN) for appliances, equipment and lighting.  As a result of this partnership, CLASP is expanding its staff in key regions (China, the EU, India, and Latin America) as well as its global outreach on S&L.
 
Position Description:
CLASP is seeking a committed, energetic, and professional individual to join this effort as Administrative Coordinator for its Europe office.  The position is full-time and located in Brussels, Belgium. Under general supervision of the Director of European Programs, the Administrative Coordinator will provide administrative, programmatic and office management support to CLASP’s operation in Europe. The successful candidate will have excellent organizational and interpersonal skills, outstanding critical thinking skills and a keen eye for detail. S/he will also be efficient and able to prioritize to meet deadlines, and have a demonstrated ability to work independently, exercising judgment and initiative, as well as within a team in a dynamic, international and multicultural environment.
 
Duties and Responsibilities: 

• Provide general administrative support, including keeping the Director’s calendar, scheduling meetings, making travel arrangements, preparing expense reports, handling correspondence, and maintaining files
• Manage, improve and create, as needed, administrative systems and procedures to ensure efficiency of operations and effective information flow
• Provide research support, including conducting internet searches and soliciting needed information from staff, network partners and external contacts
• Ensure the day-to-day running of the office, including its organization, mail distribution, answering the phone, ordering supplies, and maintaining computers and other office equipment
• Process invoices and facilitate the approval process of pending payments
• Prepare meeting materials and take minutes
• Set up and maintain contacts database and relationships with contractors and service providers
• Plan international meetings, arrange conference calls, provide logistical support to staff/contractors attending meetings/conferences, including making travel arrangements and  preparing and processing expense reports
• Assist in the preparation and submission of reports 
• Create and edit presentations and briefings
• Provide support to program staff and other related duties as assigned

 
Qualifications:

• Two-five years administrative experience 
• BA or BS degree, or equivalent
• Professional and collaborative attitude
• Excellent written and oral communications skills, including proofreading and editing;
• Fluency in English and French, with other languages, especially Dutch/Flemish, a plus
• High degree of proficiency in MS Office including Excel, Outlook, PowerPoint and Word
• Past experience working for start-up or NGO with an international scope a plus
• Ability to quickly and accurately analyze problems and identify appropriate solutions
• Capability of prioritizing, time management and creative planning
• Knowledge of European institutions and lawmaking 
• An interest in environmental issues a plus
• Ability and preparedness to travel

 
Compensation and Benefits:
CLASP offers excellent benefits and a competitive salary commensurate with experience.  
 
Start date and how to apply:
The expected start date for this position is January 2010. Please submit your CV and cover letter to aeide@clasponline.org by December 2, 2009. Please mention the position you are applying for in the subject heading of both the email and the cover letter.
 
CLASP is an equal opportunity employer. 
 
 
 
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