The European Free Alliance (EFA) works to make the idea of a “Europe of the Peoples” a political and cultural reality at the European and international level.

It is an umbrella organisation of 41 civic nationalist, regionalist, and autonomist parties throughout the European Union (EU), representing stateless nations, emerging new States, regions and traditional minorities in Europe. It focuses its activity on the promotion of the right of self-determination of peoples, human, civil and political rights, democracy, internal enlargement, multi-level governance, devolution of powers, cultural and linguistic diversity, as well as on civic nationalism, regionalism, autonomy and independence. The right to self-determination is a cornerstone of the EFA’s program and ideology.

EFA is a European Political Party recognized by the European Parliament since 2004. It is duly registered as non-governmental organisation (asbl/vzw) under Belgian law and as EUPP under the European Parliament

About the job offer

Position: Administration officer

Contract: Full time contract (38/38h week). A 6-month initial contract is offered, renewable upon positive evaluation before the end of the period.

Starting date: To be agreed, mid-September 2023.

Place of work: EFA headquarters (Brussels capital region). Availability for occasional travelling within Europe will be required. The teleworking policy governing the Secretariat applies to this position.

Conditions: A competitive salary in the sector is offered according to the candidate’s experience and skills. Fringe benefits are also offered to all the EFA Secretariat employees (meal vouchers, complementary insurance, a.o.).

Job description:

EFA is looking to recruit one Administration Officer (F/M/X) to provide general office support to the Secretariat team in Brussels.

The Administration Officer will coordinate with the rest of the EFA Secretariat members and external stakeholders to provide critical operations support to the rest of the Secretariat and the Bureau members. S/he will be responsible for administrative duties including office management, visitor liaison functions and any and other administrative procedures arising from the day-to-day work of the Secretariat.

Responsibilities:

Office management
Database, offline and digital archives management.
Support the rest of the team with any necessary administrative procedures during missions, events and meetings.

Specific tasks to be developed:

Maintain, organize and order general office supplies, including contacts with providers to ensure the team has everything they need to succeed.
Greet and sign in visitors, guide them to the appropriate location and make them feel at home.
Provide administrative support in the management of audit and financial procedures.
Maintain a comprehensive electronic and paper filing system.
Sort out post and electronic mail.
Keep the database up to date.
Maintain and update an accurate inventory of all the office material, such as computers, laptops, printers, office furniture, office supplies and other office material. Make sure that all borrowed equipment is returned after use by staff.
Maintain the merchandising inventory up to date.
Legal registration of documents.
Manage and organise the team schedule and agenda. Arrange meetings and appointments.
Book travel arrangements for the staff and assist the Bureau members with logistic details.
Keep detailed meeting notes, when required.

Required Skills and Qualifications:

High school diploma or equivalent, at least.
At least 2 years’ relevant experience in office management, administration and procurement. Proven experience as a Secretary or Administrative Assistant.
Multilingual professional level skills: English as working language; French and Dutch as preferred second languages. Any other language skills will be an asset.
Experience with the management of on-line meeting platforms (Zoom, Teams, etc.)
Strong multitasking and organizational skills.
Ability to meet deadlines with strong attention to consistency, detail, and quality.

Desirable skills and assets:

Bachelor’s degree in finance, business administration or equivalent
Basic understanding of the European Union structure and the work of the European political parties and foundations.
Experience working with international networks.

Mission, vision and values

EFA is looking for a high performing professional able to deploy quality, efficient and effective work, together with an innovative approach.

The following drivers are an asset for EFA:

Proactivity and responsiveness.
Adopt an innovation mindset and the ability to anticipate trends.
Offer a catalogue of services reflecting the needs of all EFA’s stakeholders.
Ensure that procedures are clear, transparent and accessible to all.

EFA Staff is meant to work in commitment with the following values:

Integrity and professionalism – EFA staff members trust each other, act with honesty and goodwill, keeping the interest of the service and of member parties clear in their minds.
Quality service - EFA consistently strives for providing its members with excellent standards of service in a timely manner. It achieves this by carefully listening to its stakeholders and by continuously improving based on their feedback.
Diversity & Respect – EFA mirrors diversity in its own team and supports all staff members to put their best efforts into the pursuit of the common goal. Respectful professional behaviour is the guiding principle in all working relations at EFA.
Collaboration - EFA encourages collaboration internally and with all its stakeholders. It builds quality partnerships to improve overall performance. Shared working platforms are actively used and encouraged. Deeper synergies throughout organisation supports proactivity, responsiveness, and the development of a culture of excellence.

Application Instructions

Interested professionals can apply by sending a motivation letter and a CV in ENGLISH to the Secretariat of EFA.

Applications should be sent to the following email address: info@e-f-a.org and using the subject line “Administration Officer 2023”.

Selection Procedure

The procedure for the selection of the candidate is planned to be as follows:

Deadline of Application Submission 26 July 2023

First Round of Interviews 28 August – 1 September 2023

Shortlisted candidates shall be informed and invited for an interview. Unsuccessful candidates shall not be notified.

Decision. 10 September 2023

Unsuccessful candidates shall also be informed.

Start Date (can be arranged) Mid-September 2023

The interviews will take place in the headquarters of the European Free Alliance in Brussels. EFA will shoulder the travel expenses of shortlisted candidates upon request.

this job offer is not open for applications