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Assistant to the ESOF Programme Director

Mission of the Position

We are looking for an Administrative Assistant to provide efficient organisational and administrative support to the ESOF Programme Director under the management of the ESOF Programme Director, the general direction of the ESOF Supervisory Board and under the guidance of the Secretary General of Euroscience.

The newly established ESOF Secretariat is based at the Euroscience Headquarters in Strasbourg and supplements the existing organisational structure of changing local organising teams in the respective ESOF host city. Its establishment is made possible through the support of the Robert Bosch Stiftung, the Compagnia di San Paolo, the Fondazione Cariplo, the Stiftelsen Riksbankens Jubileumsfond and the Stifterverband fur die Deutsche Wissenschaft.

The Administrative Assistant will primarily be responsible for ensuring the successful set up of the ESOF Secretariat structure by working closely with and supporting the ESOF Programme Director in daily tasks. Further tasks include undertaking other administrative and clerical duties as necessary to meet peak periods.

Position Responsibilities

This position will involve:

- Organising meetings throughout Europe, preparing meeting documents and follow-up;

- Making optimal and cost effective travel arrangements as requested;

- Searching through and logically filing documents and archives;

- Formatting documents in various styles (letters, emails, policy documents) as instructed;

- Undertaking the administrative part of the publishing of various documents as instructed;

- Undertaking general administrative and clerical duties, including bulk mailings and responding to queries;

- Entering and updating relevant data in information systems, making internet enquiries as instructed;

- Supporting the recruitment of a third member of staff (organize the postings, collating the CVs, organizing the meeting room for the interviews) as instructed;

- Making additions/deletions/modifications to the website as instructed;

- Answering phone calls/emails and organizing the Programme Director’s time schedule in an orderly manner;

Profile and Competences required

- The successful jobholder should demonstrate the following competences:

Specific competences

- Administrative/secretarial qualifications with a demonstrable ability to pay attention to detail even in an environment of concurrent tasks;

- Some administrative experience and knowledge of office procedures, in the organisation of meetings and travels, in a relevant institutional framework (university, academy, research council or science foundation);

- Excellent knowledge of MS Office systems (especially MS Word, Excel, PowerPoint, Outlook and Web tools). Demonstrable experience with work on websites.

- Excellent standard of spoken and written English; preferably also a good standard of spoken and written French;

- Demonstrable enthusiasm for science would be an asset, but is not a requirement;

Inter-personal competences:

- Task-orientated and responsible and continuously improvement-minded and a willingness to develop further skills through appropriate training;

- Good inter-personal and communication qualities within a multi-national context;

- Transparency in working and a team-orientated work ethic;

- Commitment to deliver on allocated tasks and respond in a timely manner to deadlines;

- Commitment to “customer care” with colleagues throughout the organization and to ensuring external customer satisfaction;

- Positive and constructive attitude;

- Capable of demonstrating ESOF’s values: Excellence, Openness, Responsiveness, Pan-European approach, Ethical Awareness and Human Values.

- Ability to pay attention to details;

- Able to manage priorities and respond in a timely manner to deadline

Employment conditions

The full-time position is available for as long as the ESOF Programme Director position is in place (provisionally until July 2013). An extension may be possible. This position is based at the Euroscience Headquarters in Strasbourg. The salary level will be based on experience and qualifications of the successful candidate.

Applications should include a CV and covering letter and are to be sent to esof@euroscience.org before the 30th September. Interviews will be held in Strasbourg end of October 2009

ESOF PROGRAMME DIRECTOR

Job title: ESOF Programme Director

Grade/salary: Competitive salary given the responsibility of the job

Reporting lines: The day-to-day administrative line manager for this role is the Secretary General of Euroscience. However, there are also formal reporting duties to the ESOF Supervisory Board, the details of which are outlined below.

To be responsible for the management and administration of the ESOF Secretariat

To be responsible for:

? Ensuring consistency and continuity in the planning, execution, delivery and evaluation of successive ESOFs by working closely with the local ESOF Champion

? Developing and maintaining international fundraising opportunities and international media relations

? Implementing and supporting the policies and guidelines of the ESOF Supervisory Board and the executive decisions by the ‘current’ ESOF Steering Committee

? Building and maintaining a set of procedural documents relating to the planning, execution, delivery and evaluation of each ESOF, as well as the selection of the host city

? Building and maintaining a central ESOF database of partners, sponsors, attendees, press, etc.

? Developing and maintaining other aspects of the ‘institutional memory’ of ESOF

? The administration of the host city selection process

? Attending key ESOF committee meetings (e.g. Steering Committee, Programme Committee, Communications Committee) to advise and support the delivery of each ESOF, and to ensure that the committees adhere to the ESOF policies and guidelines

? Acting as Line Manager of the ESOF secretariat staff

? Reporting on progress and developments to the ESOF Supervisory Board, as set against an agreed annual work plan (including the production of financial accounts and annual audit reports, together with the Euroscience Secretary General)

? Supporting the ESOF Supervisory Board, and in particular the Chair, in matters pertaining to the administration and effective operations of the ESOF Supervisory Board

? Assisting in other areas of operational activities as required from time to time

1. This position is based at the Euroscience Headquarters in Strasbourg.

2. The post-holder will be required to travel throughout the year ? primarily throughout Europe, but also occasionally outside Europe.

3. The ESOF Supervisory Board will operate in its current form for four years. It is possible that this period will be extended. If this is not the case, a similar board may be established with similar duties.

4. The term ‘science’ in this document is an umbrella term that includes mathematics, technology, engineering, medicine, social sciences and the humanities.

Person specification

? Educated to degree level, or equivalent, ideally in a science-related discipline

? A previous senior role in event management (e.g. large conferences) and/or communications, preferably within the science sector

? Excellent administrative and entrepreneurial skills, including experience of database management

? Demonstrable enthusiasm for science

? Awareness of the wider impacts of science (e.g. on policy, society, innovation and in the media

? High standard in written and spoken English; proficiency in another European language

? Experience in fundraising, and/or initiating and maintaining good relations with sponsors and other supporters

? Excellent diplomacy skills

? Experience of managing budgets and people

? Ideally some experience in dealing with the media