Events and Administration Officer

Job Category

Job Experience

Job Location

Expiration Date

04 Feb 2019

The European Disability Forum (EDF) is seeking an enthusiastic and committed team member to be responsible for the organisation of EDF events, and management of EDF administration, based in our secretariat in Brussels.

The European Disability Forum (EDF) is a non-governmental European umbrella organisation set up to represent organisations of persons with disabilities at EU level. Its membership includes 98 member organisations including European NGOs and National Federations of organisations of persons with disabilities. EDF's mission is to promote the equal opportunities and human rights of persons with disabilities towards the European Union.

Reports to: Finance, Human Resources and Office Manager, works closely with the EDF Director

Purpose of job: Leads EDF event planning and management, and ensures a professional cooperation with EDF partners in events; ensures the smooth running of the EDF office and manages core administration tasks

All tasks are to be implemented on the basis of decisions of the governing bodies under the supervision of the Finance and Officer Manager

Main tasks include:

  • Organise EDF governing body meetings: Ensure the professional, accessible management of meetings of EDF Governing bodies (Governing bodies- the Board, Executive, and Annual General Assembly) and other EDF meetings (women’s committee, youth committee, events at the European Parliament)
  • Liaison with EDF members for the planning and implementation of EDF meetings
  • Prepare and coordinate organizational aspects of meetings of the governing bodies and associate ad hoc working groups
  • Prepare and disseminate invitations to EDF membership and organise registration
  • Prepare and send invitation letters and follow-up letters to special guests and speakers
  • Ensure uploading and dissemination of accurate agendas, documents and practical information
  • Meeting and negotiations with hotel managers and other service providers
  • Selection of hotels and restaurants on the basis of value for money and accessibility policies
  • Organising accessible transportation, interpretation and technical equipment
  • Supervise the organization on the spot in collaboration with the EDF team and partners

Continuous improvement of EDF events-face to face, and virtual

  • Maintain up to date database of service providers for EDF
  • Use the most up to date events management software and systems and support EDF staff in their use
  • Manage disseminate and update EDF policies and tools in relation to events
  • Arrange travel and logistics for EDF representatives to events and ensure their briefings are timely
  • Issue and analyse evaluations of EDF events and meetings and ensure feedback is incorporated into policies and future planning

Undertake administrative tasks related to events and office management

  • Ensure preparation and filing or key documents required by supporters and donors (maintain all records from meetings and events, trainings, prepare documentation for donors)
  • Organise the receptions of expense claims, invoices and prepare payments
  • Follow-up on general secretarial tasks when necessary
  • Handle administrative management of EDF formal relationships with EU institutions (EP parliament badges, updating the EU transparency register, registration of participants for the Disability High Level Group)
    • Handle administrative management of EDF formal relationships with the UN (ordering annual passes, registering participants for UN events)
    • Keep an accurate register and reporting on annual EDF programme of events (and arranging reports for donors and partners)
    • Keep an up to date register of EDF service providers, and ensure good oversight of key office services

The ideal candidate has:

Essential skills and experience

  • Experience in positions with tasks closely related to the ones described in the Job Description- events organisation and administration;
  • Strong communication (written and oral) in English and French;
  • Excellent planning, organisation and time management skills;
  • Ability to work in a team and independently in his/her area of responsibility;
  • Commitment to EDF’s values and goals.

Desirable skills and experiences

  • Working experience with CRM systems such as Salesforce;
  • Experience in organisation of web conferences;
  • Experience in website management;
  • Knowledge of other European languages include Sign languages;
  • Experience in organising accessible and inclusive events.

Persons with disabilities are strongly encouraged to apply.

Gross starting salary: 2.800 euros per month plus benefits

Closing date for receipt of applications: February 4th, 9am

Date and location of the interview: To be confirmed, Brussels.

EDF is an equal opportunities employer.

Please send your CV, and a motivation letter by email to muriel.davia@edf-feph.org

In the case that you are not a citizen of an EU member state, you should demonstrate you have the right to live and work in the EU.

Further information about EDF can be found on the EDF website: http://www.edf-feph.org/work-us

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