Administrative Assistant

Administrative Assistant

Grade B - Full-time Position – Fixed-term Contract (19 Months) – Start Date 1^st September 2023

UNI Europa

Brussels, Belgium

1. About UNI Europa, the European Services Workers Union

UNI Europa is a European trade union federation based in Brussels, which represents 270 trade unions with more than 7 million members throughout Europe.

UNI Europa’s strategy is to build power for working people through strong unions and collective bargaining. We work towards a social Europe with quality jobs and fair working conditions for everyone.

We promote and advocate workers and trade union interests towards EU institutions and multinational companies. UNI Europa is part of UNI Global Union.

2. About the job

You will have a central supporting role in the organisation essentially offering administrative assistance to the Regional Secretary and his core team. You will be part of a team of Administrative Assistants.

Tasks and responsibilities are exercised in close collaboration with the Senior Adviser and Policy Coordinator to the Regional Secretary. They comprise in particular:

• Ensuring administrative, technical, and logistical support for the Regional Secretary’s day-to-day activities in line with priorities in a proactive, timely and anticipatory fashion;
• Contributing to consistency and the substantive preparation and follow-up itself.

In detail, this is about:

• Filtering and handling telephone calls and correspondence up to conclusion; assessing priorities; following up on them in accordance with urgency and priorities; ensuring internal distribution to the person(s) concerned (in collaboration with the Policy Coordinator to the Regional Secretary);
• Carrying out the practical organisation and follow-up regarding the Regional Secretary’s appointments, meetings, events and travel. This includes maintaining the Regional Secretary’s calendar and that of UNI Europa generally;
• Administrative and logistical preparation and follow-up of statutory meetings, esp. UNI Europa Management Committee, Executive Committee and UNI Europa Conference Belfast 2025, as well as the other events, physical and virtual meetings organised by the Regional Secretary’s team;
• Document management (documents for meetings, circulars, reports, minutes, presentations, budget tables, social media texts, web articles and publications), including formatting, proofreading, checking for consistency and correctness, inserting changes, dissemination, uploading, organising translation and work of external contractors;
• Collecting and organising information in view of preparing missions, appointments, and documents of all kinds; taking minutes; drafting texts of an administrative/logistical nature;
• Organising and maintaining a good filing and archive system;
• Managing contacts/groups/meeting lists;
• Perform short translations;
• Liaising and maintaining contacts with affiliates, UNI Europa/UNI staff, visitors, counterparts in other organisations, translators, suppliers etc. This includes responding to inquiries;
• Receiving visitors;
• Reporting to the Regional Secretary and to team members on the status and progress of activities and if problems occur.

In addition, responsibilities and tasks include:

• Providing administrative, technical, and logistical support (including for meetings and events) to the Senior Adviser as required;
• Ensuring assistance and back-up for the Policy Coordinator to the Regional Secretary and other Administrative Assistants or Directors if required.

The Administrative Assistant will report to the Regional Secretary and the Director of Human Resources & Office Management.

3. The Successful Candidate

Our successful candidate will have:

• A strong personal commitment to the ideals and mission of UNI Europa. Honesty, integrity, and trust;
• An understanding of trade union work and insight in the mission of UNI Europa;
• Good inter-personal and partnership skills, in particular the ability to work in a team; an open-mind personality and willingness to help with all tasks;
• Professional/technical expertise in administrative support;
• Ability to deal effectively with the matrix structure of UNI Europa;
• Ability to analyse information and assemble it in a concise manner with decision options (both in written and oral form) as well as communicating it upwards and downwards within the organisation in a timely and honest fashion;
• Establishing and maintaining a high level of expertise in her/his fields of work;
• Effective time management skills, with the ability to prioritise, manage multiple tasks and reconcile diverging demands from within the organisation in a constructive and proactive way;
• Flexibility to travel if required;
• ICT skills: standard tools in office application, in particular Outlook, Word, Excel, PowerPoint, SharePoint, Teams, Zoom, internet research as well as specific software applications related to own fields of work;
• C2 level in English. C2 level in further working language of UNI Europa (French, German, Swedish) is an advantage;

4. Remuneration

UNI Europa offers attractive conditions with a competitive salary and an attractive package of fringe benefits in line with seniority and work experience. This includes complementary hospital insurance, a complementary pension scheme and meal vouchers.

The successful candidate will be based in Brussels/Belgium.

5. How to apply

Applications to the position must be sent to Véronique Ernould, Director - Human Resources and Office Management at veronique.ernould@uniglobalunion.org no later than June 16^th, 2023 and include:

• An application form (attached);
• Relevant work certificates and diplomas.

Interviews will take place in June/beginning of July 2023.

6. Data management

For us to comply with new data protection laws, UNI Europa does not retain unsuccessful candidate applications. If you would like to know about future employment opportunities, please visit our employment website where all our vacancies are posted http://www.uniglobalunion.org/about-us/jobs.

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