Administrative and Governance Officer

Job title:

Administrative and Governance Officer

Company:

European Psychiatric Association (EPA)

Job description

The European Psychiatric Association is the largest international association of psychiatrists in Europe, with active members in 88 countries. It includes leading experts covering the interests of psychiatrists in academia and in practice. The EPA deals with psychiatry and its specialised disciplines, focuses on the improvement of care for the mentally ill and on the development of professional excellence. The EPA gathers individual members, as well as 44 National Psychiatric Associations across Europe. Its main activity is the organisation of scientific events, in particular the European Congress of Psychiatry once a year in a European city.We have a temporary vacancy for a full time Administrative and Governance Officer, who will support the EPA Executive Director in the day-to-day management of the Council of National Psychiatric Associations and the coordination of the procedures related to the Sections. Additionally, he/she will coordinate the patronage / partnership / promotion requests from other societies and will provide some support to the Director of Finance & Operations.TasksMain duties include:Council of National Societies/Associations (NPAs)

• Administrative management of Council of NPAs’ events and procedures, such as meetings (agenda, logistics, minutes, etc.), teleconferences, webinars, annual call for fees, surveys, database and website updates and other tasks as necessary.
• Oversee Steering Committee elections, including calls for candidates, application collection, ballot preparation, and voting.
• Coordinate the EPA Council of NPAs symposia and other events, including contracts, budgets, invitations, promotion, and feedback. Follow up with NPAs about national events and coordinate with the Marketing and Communications Manager.
• Coordinate task forces and working groups: distribute documents, send deadline reminders, and prepare reporting slides for meetings.
• Manage the recruitment of new NPAs as National Society Members per the Council’s and Board’s strategy, including the application and approval process.
• Assistance with the production of a quarterly newsletter and a monthly news page.
• Maintain and regularly update the management manual.

Scientific Sections:

• Follow-up of Sections’ provisions in the statutes and rules of procedures, by delegation of the Secretary for Sections and Secretary General: annual reports, creation / renewal / termination, submissions to the congress.
• Preparation of annual Section Coordination meeting (agenda, logistics, minutes, etc.), follow-up of Sections’ surveys and activities.
• Preparation of Board and General Assembly decisions regarding Sections in collaboration with the Secretary for Sections.
• Liaise with Marketing and Communications Manager to promote any new Sections-related project or publication.

Patronages, cross-promotion, partnerships

• Reception, registration and management of approval procedure of demands for collaboration – patronages, cross-promotion, partnerships (ex. associate organisation members).
• Publishing information on approved events on the EPA website.
• Promote the Pascal-Boyle prize, coordinate the nomination and review process, announce the winner.

Support to Director of Finance & Operations

• Collect and verify invoices and expenses reports, prepare analytical allocation for the accountant and set up payments for Director’s validation.
• Prepare treasury forecast of expenditures and revenues for the Director’s review.
• Daily control of the bank statements.
• Provide support on administrative and legal formalities with external providers (bank, etc.) and on internal procedures (memos…).

RequirementsRequired:

• Degree (equivalent Bac+2 or Bac+3) in bilingual secretariat or executive assistance, or related disciplines.
• At least 2 years of experience in: executive assistance, finances, project management and/or communications.
• Fluent in written and spoken English and French.
• Full command of Microsoft Office, in particular advanced skills in Word, PowerPoint and Excel.
• Strong organisational skills: ability to plan, prioritise, multi-task and work under pressure with set deadlines.
• Methodological, attentive to detail and result-oriented.
• Discrete: dealing with confidential information.
• Pro-active, ability to take initiative, flexible.
• Strong collaborative skills: team-oriented, able to work with diverse and demanding group of people.

Desired:

• Good knowledge of and experience with association and international environments would be a plus.
• Asset: Experience with web content management systems and online email marketing tools (e.g., WordPress, MailChimp, SurveyMonkey, Google Forms).

BenefitsWorking conditions:

• Start as soon as possible, and at latest September 2024.
• Full-time temporary contract until early January 2025 for maternity leave coverage, with possibility for extension (in case of parental leave replacement)
• Based in the EPA Administrative Office in Strasbourg, France (partial teleworking possible under set conditions).
• Small and dynamic multi-cultural team.
• Remuneration and additional benefits to be discussed during interview, depending on experience.

Please note:Candidates should have authorisation to work in France.Interviews will take place in person in Strasbourg or virtually the week of 15 July and of 22 July.Written and oral fluency in English is a requirement; please do not apply if you are not fluent in English.Contact:Please send your CV and motivation letter (including your salary expectations and earliest possible start date) in English under [REF: EPA – Administrative and Governance Officer] by 30.06.2024.European Psychiatric Association (EPA)The European Psychiatric Association is the largest international association of psychiatrists in Europe, with active members in 88 countries. It includes leading experts covering the interests of psychiatrists in academia and in practice. The EPA deals with psychiatry and its specialised disciplines, focuses on the improvement of care for the mentally ill and on the development of professional excellence. The EPA represents individual members, as well as 44 National Psychiatric Associations across Europe. Its main activity is the organisation of scientific events, in particular the European Congress of Psychiatry once a year in a European city.

Expected salary

€25000 – 29000 per year

Location

Strasbourg, Bas-Rhin

Job date

Tue, 18 Jun 2024 22:05:01 GMT

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