Recruitment of a full-time Administration and Project officer

We have an excellent opportunity for a reliable, self-motivated individual to join our new office in Brussels as an Administrator and Project officer. She/he will be an integral part of the day-to-day running of the office and will provide administrative support, act as a liaison with our members, committees and working groups and assist the Executive Director with the overall daily operations of the organisation.

The candidate should have at least 7 years of relevant professional experience. The incumbent will be responsible for the efficient and effective operation of EBA’s office and Executive Board. Duties include supporting general operations of EBA’s office, ensuring smooth operations of the EBA’s Executive Board and providing support to the Directors and working groups.

The post holder will report directly to the Executive Director whilst working closely with the Medical Director too. The post will be based in our office in Brussels, but travel will occasionally be required.

Role requirements

The successful candidate will be highly organised, efficient and able to handle a number of competing priorities, with excellent written and verbal skills in English and possibly Dutch language (French desirable) to be able draft coherent, concise and accurate documents and communications.

The individual will need a professional and friendly manner and be able to establish good working relationships with colleagues throughout the organisation, she/her will be a team player, will demonstrate flexibility and be courteous in an international setting

The applicant will possess very good IT skills: applicant will need to be conversant with Windows and Office365 Products, particularly Sharepoint and WordPress.

Desirable: familiarity with EU institutions and maintenance of intranet pages (production of web content) would be useful.

Main tasks include:

1.Organising EBA Board and Executive Meetings

• Organise EBA’s governing body meetings: Ensure the professional, accessible management of meetings of EBA Governing bodies (Governing bodies- the Board, Executive, and Annual General Assembly) and other EBA meetings (working group, ad hoc projects)
• Liaison with EBA members for the planning and implementation of EBA meetings
• Prepare and coordinate organizational aspects of meetings of the governing bodies and associate ad hoc working groups, including logistics:

• plan meeting dates
• confirm arrangements with host
• prepare agenda in accordance with President and Executive Director
• assist preparation Board Papers, format Board Papers and add to EBAse
• record the meetings and circulate minutes

2.Communication

• Key liaison officer with Stakeholders, International Blood Operators group (ABO), Patient advocates and other stakeholders in the field
• Keep the EU Transparency register up to date
• Draft annual report
• Members liaison: answer and forward queries and support their networking activities (including virtual)
• Maintain and update website
• Newsletter
• Maintain the intranet (EBAse)
  • technical maintenance and contact with service provider
  • new members
  • updating and news
• Editing EBA communication/correspondence

3. Office Management and IT

• Draft SOPs and guidelines
• Ensure IT is working: Internet, hardware and software
• Contact with providers and contract management

4.Projects

• Execute projects according to Executive Director’s guidelines
• Support steering committee for EBA Projects, such as Research Grant committee

5.Working Groups support

• Prepare agenda with Chairs
• Arrange meeting details
• Record meetings
• Disseminate information

6.Membership and association management

• Finances
  • Process invoices
  • review and improve financial report
  • organise and record Audit Committee meetings
  • prepare budget and present reports/budget to treasurer
  • liaison to accountant and bank
• Membership fees: calculate yearly fees and invoice members; follow-up on payments
• Keep list of representatives updated
• Executive elections
  • monitor terms of office
  • initiate and follow procedure for elections
  • Chamber of Commerce registration

7. General administration

• Provision of general administrative support to EBA (small structure and limited admin)
• Supervision and management of office supplies
• Liaison with suppliers
• Occasionally arranging travel for the EBA staff

Practical information

• Full-time, 38 hours a week
• Starting date preferable 1^st of April
• Salary and benefits depending on seniority within the field and specific experience

Applications

• The closing date for applications is 25th February 2019. Interviews will take place in the last week of February. Interviews will take place on the week of the 17^TH of March.
• Please send your CV, a cover letter, including 2 references to  info (at) europeanbloodalliance.eu
• For further information and application please send an email to info (at) europeanbloodalliance.eu