Job: Administrative Assistant

• Office Administration 
  • Assisting with the general office management liaising with staff, suppliers and clients, including scheduling appointments, processing mail, answering phones and ordering supplies.
  • Assisting with the purchase of office equipment and infrastructure, the management of the ICT infrastructure database (e.g. personal computers, telephones, and network connectivity) and the management of the office budget.
  • Preparing shipments for international conferences and workshops in which EGI participates.
  • Managing the stock of supplies necessary for the office operations.
  • Assisting with the organisation of local meetings and events hosted by EGI Foundation.
  • Working together with the Office Manager on the definition and maintenance of office procedures (the EGI Foundation handbook).
  • Assisting with the management of the travel approval process, the travel booking and the travel expense reporting process. 
  • Review monthly timesheets to ensure they are completed and aligned with absences reported/approved.
  • Managing purchase orders for goods and services required by EGI Foundation activities (POs creation), incoming invoices management.
• HR Administration
  • Recruitment: tasks such as assisting in posting job adverts, saving applications/resumes, arranging interviews, and supporting with reference checks. Support the HR Specialist to keep track of the onboarding tickets as per our procedure.
  • Training: facilitate training and keep track of the progress in the assigned training tickets.
  • Employee documentation: assist to collect documents or upload documents for signature.
  • HR Projects and Initiatives: support the HR Specialist with HR-related initiatives such as wellbeing practises and employee surveys.   
• Other duties and/or administrative tasks related to Office/HR administration  as required

Relationships

The Finance and Control Manager serves as the Line Manager, while the Administrative Assistant  will also report to the Office Manager and HR Specialist who will oversee the daily tasks in which the Administrative Assistant  provides support to.

Essential Requirements

• Degree in Business Administration or a related field or equivalent work experience

Other Requirements

• Excellent skills with Microsoft Office suite tools.
• Hands-on approach to problem-solving and task management and problem-solving attitude.
• Good IT skills.
• A good command of English, both spoken and written, is essential for communicating with the rest of the team and writing reports.
• Excellent interpersonal skills and ability to work in a multicultural environment.
• Extremely detail-oriented, thorough, and organised.
• Ability to meet deadlines and to prioritise.
• Demonstrated experience in the administration of European Commission projects and knowledge of the European financial and administrative rules is a plus.

The EGI Foundation is committed to creating a diverse environment and is proud to be an equal opportunities employer. All qualified applicants will receive consideration for employment without regard to race, colour, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age or veteran status.

To apply, we invite you to send us the following two items by email to jobs@egi.eu: 

• A cover letter (in PDF format), explaining your motivation for applying and how you meet the requirements outlined above
• A CV (in PDF format), max 3 pages

Only complete applications will be considered.

We appreciate your interest!