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1. INTRODUCTION

The World Customs Organization (WCO) is an independent intergovernmental body, established in 1952 as the Customs Co-operation Council (CCC), whose mission is to enhance the effectiveness and efficiency of Customs services across the globe. The WCO represents 183 Customs administrations that collectively process approximately 98% of world trade. As the global centre of Customs expertise, the WCO is the only international organization with competence in Customs matters.

As a forum for dialogue and exchange of experiences between national Customs delegates, the WCO offers its Members a range of Conventions and other international instruments, as well as technical assistance and training services provided either directly by the Secretariat, or with its participation. The Secretariat also actively supports its Members in their endeavours to modernize and build capacity within their national Customs administrations.

1. OVERVIEW

The Communications, Events and Strategic Planning Unit, within the Division of Administration and Personnel, has two main areas of activities, namely Communications and Events management.

The Communication team is responsible for several activities, namely managing and keep up-to-date the WCO Website(s) and Intranet; ensuring that the WCO Corporate Identity Guidelines are respected; handle the WCO Social Media accounts; assist directorates in the production of Press Releases for relevant activities/programmes; produce three yearly editions of the WCO News magazine; review/edit web articles and publications; contribute to magazines, journals and other publications; organize visits of the WCO for international organizations/academics/Members; work/develop WCO Theme of the year; organize yearly celebrations to mark the International Customs Day; and produce WCO Diaries and Season greeting cards, among others.

The Event team overlooks the organization of some internal and external events. Regarding internal events, the team is responsible for overseeing the rental of WCO conference rooms (meeting with clients, arranging visits, site inspection, etc.), negotiating best rates for WCO delegates with Brussels hotels and update the list of preferred hotels on WCO website, and assisting in the organization of some internal events/meetings. For external events, the team assists in the organization and co-ordination of international events.

For events such as the WCO Technology Conference and the WCO Global AEO (Authorized Economic Operator) Conference, the team is in charge of the logistical arrangements, the administration and the promotion of the events, contacting and securing sponsors for the events, managing the budget of the events and ensuring that WCO respects allocated budgets. The Events team also provides support for other WCO international conferences (such as the WCO Origin conference) in terms of creation of event websites and handling of registration among other things.

1. PROJECT BACKGROUND

In 2020, the WCO is planning to organize the 5th WCO Global AEO Conference in March, the WCO Technology Conference and the Free Zone Conference in June, as well as the WCO Knowledge Academy for Customs and Trade in July and possibly other events such as the WCO Global Cross-Border E-Commerce Conference. At the same time the Communication Unit will work on the WCO Handbook on Customs Communication Strategies that should be published in June 2020.

In view of the increasing list of events as well as the Handbook, the WCO is looking for a Communication and Events Assistant that could support the organization and co-ordination of events and provide administrative support for the Handbook on Customs Communication Strategies.

1. OBJECTIVES

The objectives of the assignment are as follows:

• Assist in the organization international events;
• Assist in the organization of internal events (as necessary); and
• Provide assistance to the Head of Communication, Events and Strategic Planning Unit to produce the WCO Handbook on Customs Communication Strategies

1. MAIN ACCOUNTABILITIES

Under the supervision of the Head of Communications, Events and Strategic Planning Unit, the Communication and Events Assistant will focus on the following key activities:

1. Organization and co-ordination of events
2. Logistical arrangements, event administration, event promotion, and internal and external liaison;
3. Creating web pages for events;
4. Updating information related to events in a consistent manner;
5. Create and send e-mail blasts and promotion e-mails;
6. Set-up registration process, liaise with accounting service, send regular report on registration and payments received;
7. Collect information and produce a Conference brochure;
8. Create, update and print conference badges;
9. Participate in international travel for extended periods to organize events abroad; and
10. Full onsite administration of events.

1. Assist in the production of a Handbook on Customs Communication Strategies
2. Collect information and liaise with editors;
3. Compile data and edit the layout of the document;
4. Update the document in a logical and consistent manner;
5. Ensure that deadlines are respected;
6. Send documents for linguistic checks;
7. Send texts for translation and ensure consistency; and
8. Ensure that the final document is printed on time.
9. EDUCATION

  Higher education degree or equivalent by experience, and any appropriate additional trainings.                                       

1. EXPERIENCE

• Experience in assisting with all logistical support in the organization of international events; and
• Understanding of the WCO mission, objectives and aims is considered an asset.

1. LANGUAGES

• Fluency in English and/or French;
• Knowledge of other languages relevant to the WCO would be a strong asset.

1. COMPETENCIES

• Ability to operate in a team environment;
• Ability to work under pressure, such as dealing with resource and time constraints or unforeseen changes;
• Ability to work in a multi-cultural and multi-lingual international environment;
• Enhanced communication skills and a high degree of motivation and initiative and innovation;
• Knowledge of MS Word, Excel, Internet, social media, etc.; and
• Knowledge of maintenance and archiving of files.

1. CONTRACT AND CONDITIONS

• Staff member under short-term contract of 1 year (with possibility of renewal);
• Probationary period: 3 months;
• Full-time employment (37 hours and 40 minutes weekly) at the WCO Headquarters in Brussels, Belgium;
• 30 days of annual paid leave;
• Salary from 3,000 EUR/month all-inclusive (remuneration exempted from income tax in Belgium); and
• Compulsory WCO health insurance deducted from the salary (around 65 EUR/month).

This position is subject to the Manual for Short-Term Contractors. The successful applicant shall not acquire the right subsequently to occupy a permanent post within the WCO. The successful applicant will not be affiliated to any retirement fund or pension scheme taken by the WCO. 

1. APPLICATION AND RECRUITMENT PROCESS

The onus is on the applicant to demonstrate how he/she meets each of the essential qualifications and requirements. Applicants are encouraged to detail concrete achievements in their CVs and/or in their cover letters as well as include references.

Only short-listed candidates will be contacted for an assessment which may include a written test and/or an interview. All short-listed candidates may be requested to provide copies of their original diploma, certificates and proof of relevant experience. Pre-selected candidates may also be subject to reference checks to confirm the information provided in the application.

Interested candidates should submit their application for review no later than 6 December, including a CV and cover letter in English or French by e-mail to:

communication@wcoomd.org

Or by mail to:

World Customs Organization

Communications, Events and Strategic Planning Unit

Rue du Marché, 30

B-1210 Brussels

Belgium

Interested candidates may submit a request for additional information via e-mail, providing full name and contact details.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to criteria of the position and the WCO applicable rules.

1. ADDITIONAL INFORMATION

The WCO values commitment to the principles of integrity, transparency and accountability as well as values diversity among its staff members. Applications from qualified women and men will receive equal treatment and due regard will be paid to the importance of recruiting nationals from WCO Members on as wide a geographical basis as possible. Please note that the WCO Headquarters is a non-smoking environment.

this job offer is not open for applications