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Administrative Officer

COST - 30 June 2009

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Job Description

The European Science Foundation provides administrative and scientific management for COST, its Domain Committees and its Actions through the COST Office in Brussels and corporate support services in Strasbourg. This is achieved through a support grant provided to ESF by the European Commission. COST is an inter-governmental system supporting European research networking.
 
The European Science Foundation (ESF) seeks a temporary position of Administrative Officer for its COST Office in Brussels.
 
Position responsibilities:

• Organising cost effective meetings and scientific events, including travel arrangements for staff and/or visitors, for COST instruments in Brussels and throughout Europe. This will be done through advance planning and may include logistical on-site support;
• Ensuring that high quality documentation for meetings is provided in an appropriate form and in a timely manner. Documentation will include draft agendas and supporting papers and action sheets and minutes as necessary;
• Handling of applications in response to Open Calls and providing administrative support for review processes;
• Acting as point of contact for scientists involved in COST activities;
• In the frame of the new Grant System, undertaking appropriate financial and budgetary control for Grants in compliance with the EC-ESF contract and with the ESF Financial Rules, including Delegated Financial Authority;
• In the frame of the pay-as-you-go system, verifying and controlling invoices and claims for expenses from activities’ participants and providing necessary information to Administration and Finance allowing the regular presentation of accurate and complete financial reports within deadlines;
• Entering and updating relevant data into the COST information systems, in compliance with ESF-COST Procedural Rules;
• Maintaining and updating relevant Web pages and providing relevant information to the Communication and Public Relations Manager;
• Archiving and electronic filing;
 
Profile and competencies:

Specific competencies
• Documentation filing and archiving competences;
• Administrative qualifications;
• Minimum working experience of 2-5 years;
• Proven administrative experience and knowledge of office procedures in the organisation of meetings and travels;
• High standard of spoken and written English together with a working knowledge of French or another European language;
• Good, practical working knowledge of MS Office systems (especially MS Word, Access, Outlook, Excel and PowerPoint);
• Knowledge of financial and budgetary control systems;
Inter-personal competencies
• Flexibility and good organisation
• Task-orientated, responsible and autonomous, and continuous improvement minded;
• Strong inter-personal and communication qualities within a multi-national context, including discretion, diplomacy and tolerance;
• Transparency in working and a team-orientated work ethic (both in terms of team and corporate working);
• Commitment to deliver on allocated tasks and respond in a timely manner to deadlines;
• Commitment to “customer care” with colleagues throughout the organisation and to ensuring external customer satisfaction;
• Positive and constructive attitude
 
We offer:
• An international working environment located in Brussels 1050, avenue Louise 149;
• Contract with limited duration of 6 months with an initial probation period of 2 months;
• Competitive salary;
• Lunch vouchers and complementary insurances.
Electronic applications (motivation letter + CV) should be addressed to the COST Office Director and sent to job@cost.esf.org. Reference code: TAO
Interviews will be held on 16 July 2009. The selected person should ideally be available as soon as possible.
 
For general details see http://www.cost.esf.org
Closing date: Thursday 10 July 2009

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