Job Experience

Job Location

Expiration Date

31 Mar 2017
  • Reports to: Board Directors of AOECS
  • Location: Due to the nature of this role location will be flexible although it must be within two hour travel time to Brussels as this is the legal seat of the organisation and liaison with European institutions may be required. Ideally the postholder would work from one of our member societies' offices but we are prepared to consider appropriate alternative arrangements.
  • Hours: 25hrs per week
  • Salary: €18,000-€22,000

The role

A supporting role to the Directors of AOECS providing an efficient, confidential, organising and liaison function. Assisting in organising, planning and implementing the Directors’ workload to ensure the organisation runs smoothly and effectively. Acting as liaison point with key stakeholders and AOECS Member societies on behalf of the AOECS Board, working with minimal supervision.

The Organisation

Founded in 1988, the Association of European Coeliac Societies (AOECS) is an independent, non-profit organisation. It is the umbrella organisation of European national coeliac societies with currently 35 enrolled Member societies across Europe. AOECS represents people who are affected by coeliac disease or dermatitis herpetiformis (DH) and seeks to collaborate with international coeliac organisations worldwide. The Association is actively involved in several international initiatives to raise awareness of coeliac disease, to promote research into the diagnosis and management of this illness.

Key Responsibilities

Administrative

  • Act as first point of call for Association and screen Board’s incoming emails and post
  • Drafting papers and annual reports
  • Respond to enquiries
  • Website administration
  • Maintaining an Members’ database
  • Co-ordinating Board members’ travel arrangements
  • Recruiting staff
  • Supporting external consultants
  • Managing office space and supplies
  • Liaising with IT support to ensure uninterrupted website and email service
  • Maintaining and organizing electronic and hard copy filing
  • Keeping computer security software updated

Finance administration

  • Bookkeeping: cash account entries
  • Monthly payments of outstanding invoices for AOECS
  • Processing expense claims
  • Producing invoices for annual Membership fees
  • Credit control
  • Regularly checking AOECS bank accounts and drawing statements
  • Liaising with Belgian bookkeeper for end of year accounts
  • Creating draft budgets for Treasurer
  • Creating comparison of actual vs. budget costs at the end of financial year
  • Ensuring AOECS is compliant with all legal duties relating to its charitable registration in Belgium

Meetings

  • Forward planning of meeting co-ordination and logistics
  • Compiling meeting papers
  • Setting up conference calls across multiple countries and time zones
  • Taking minutes
  • Following up on action points from preceding meeting
  • Setting up meetings and conference calls for AOECS Working Groups

General Assembly (GA)

  • Liaising with hosting society to monitor accuracy of dedicated GA website content
  • Communicating GA registration details to All Members in timely manner
  • Monitoring participant list
  • Administrating sponsorship requests for GA participation
  • Producing first draft of the Board Directors’ report
  • Sending the Board Directors’ Report to All Members 4 weeks prior to the GA.
  • Prepare GA materials according to the GA checklist
  • Take minutes and prepare first draft
  • Follow up of actions agreed at the GA

Promotional activities

  • Promote activities around International Coeliac Day on 16 May
  • Issue quarterly newsletter
  • Design and printing of promotional materials
  • Researching and networking with coeliac organisations outside Europe

International exhibitions

  • Preparation and transportation of promotional materials
  • Liaising with organisers
  • Organising joint international exhibitions
  • Event promotion using website and other free resources

And any other duties commensurate with the accountability of the post.

PERSON SPECIFICATION

Qualification & Training

Educated to degree level standard or equivalent in Business or Management is desirable.

Experience

5 years previous experience in a similar role;

Skills

  • Excellent knowledge of MS Office Suite, including Word, Excel & PowerPoint.
  • Outstanding English language skills, French and German language skills advantageous
  • Strong organisational and communication skills
  • Good interpersonal skills with an approachable personality

Ability

  • to multitask
  • to be proactive
  • to work under minimal supervision
  • to be discrete and have a good understanding of issues around confidentiality
  • to work under pressure and be adaptable to last minute changes
  • to pay high attention to detail
  • to work in a flexible manner – out of hours as required.
  • to appropriately represent the company externally with key stakeholders

To apply:

Please send your CV and cover letter at info@aoecs.org

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