Junior Events and Procurement Expert

Expertise France

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Mission description

The Junior Events and Procurement Expert will be supervised by the ESIWA Project Coordinator and managed by the Co-director. He/she works on a daily basis with the project team, notably the Expertise France Co-Director, the Project Coordinator, the Cybersecurity Thematic Coordinator, the Maritime Security Thematic Coordinator and the Communications expert. He/she will have frequent exchanges with the Project Manager and Project Assistants of within the Strategic Affairs Unit at Expertise France HQ in Paris.

The position requires a high degree of autonomy and relational skills in order to work in a European, international and multicultural environment, as well as a good command of English and French. Missions abroad are foreseen.

Indicatively and non-exhaustively, tasks will include:

Supporting activity planning:

  • Finding cost optimised itineraries, and booking flights/train tickets using the EF platform.
  • Managing visa processes and any pre-trip administrative formalities.
    • Identifying and contracting hotels for activities (participants accommodation, conference halls, meetings rooms, coffee breaks, catering, translation booths, etc.), according to EF public procurement rules.
    • Contracting translators and interpreters.
    • Organising airport pick-ups and drop-offs as well as local transportation if needed.
    • Drafting invitation letters.
    • Preparing name tags, name plates and attendance sheets.
    • Preparing mission orders for project team members and short term experts.
    • Drafting any activity related service contracts.
    • Preparing any other required document in order to submit contracts for signature by HQ.

Supporting activity implementation:

  • Registering the attendees during activities (in charge of the registration desk).
  • Preparing and distributing per diems and retrieving supporting documents from participants/experts (boarding pass, etc.).
  • Preparing, distributing and collecting evaluation forms during activities.

Supporting activity closure:

  • Collecting and preparing supporting documents required for payments and submitting payment requests to HQ.
  • Consolidating evaluation form data.
    • Archiving project documents into EF servers in preparation for audits.
    • Updating contacts database after each activity.
    • Updating contracts monitoring tool.
    • Various other secretariat tasks.

Project or context description

Expertise France is the French public international cooperation agency. It designs and implements projects which aim to contribute to the balanced development of partner countries, in line with the Sustainable Development Goals (SDGs) of the 2030 Agenda and the priorities of France’s external action.

The agency achieves this goal by implementing projects in the main areas of public action:

  • Democratic, economic and financial governance
  • Peace, stability and security
  • Climate, agriculture and sustainable development
  • Health and human development.

In these fields, Expertise France carries on missions of engineering and the implementation of capacity building projects, of expertise mobilisation, and a function of coordinator associating both public expertise and private sector’s skills. 

The ESIWA project (“Enhancing Security Cooperation in and with Asia”) is funded by the European Union, together with the German Federal Foreign Office and the French Ministry for Europe and Foreign Affairs. The Action aims to support the strengthening of the EU’s security engagement in and with Asia by supporting tailor-made cooperation with an initial set of five pilot countries (India, Indonesia, Japan, Republic of Korea, Singapore and Vietnam), grouping together EU security-related efforts with the country concerned, in particular in four thematic areas: Counter-Terrorism/Prevention of Violent Extremism (CT/PVE), Cyber Security, Maritime Security and Crisis Management (CSDP/Peacekeeping). These areas reflect the EU’s interests and priorities, and pilot country needs so far identified.

The overall objective of the Action is to enhance the EU’s security and defence cooperation in and with Asia.

Its specific objectives are as follows:

  • Policy dialogue: to support deeper and more operational security dialogues with partner countries.
  • Cooperation and capacity building: to promote greater convergence between the policies and practices of the EU and the partner countries, including related gender equality policies and links to National Action Plans on UNSCR 1325 on women, peace and security.
  • Public diplomacy: to increase international awareness and acknowledgement of the EU as a security provider.

Required profile

Qualifications and skills

  • Higher education degree in administrative management, events, tourism or related fields.
  • Proficiency in Microsoft Office tools (mainly Excel and Word).
  • Familiarity with tools and technologies used in travel management (platform etc…).
  • Ability to adapt quickly to the work environment.
  • Excellent organisational skills and attention to details.
  • Good time management and ability to prioritise multiple and competing deadlines.
  • Problem-solving skills, flexibility and the ability to respond calmly and creatively to emergencies.
  • Responsiveness and good interpersonal skills.
  • Good communication skills and fluency in written and spoken French and English.
  • Interest in international cooperation.

Work experience

  • Experience of at least three years in a similar position
  • Experience as a tour operator and event organiser would be an asset.
  • Experience with high-level political officials, embassies and international organisations would be an asset.
  • Understanding of European Union institutions and agencies, and their mandates and roles would be an asset.

Additional information

  • Location of the mission: Brussels, Belgium with regular travels in Europe and Asia.
  • Start date: March 2023
  • Application is on a rolling basis until we find the right candidate. We encourage you to apply as soon as you can.

Deadline for application : 2023/02/23 15:00

Please apply through the Expertise France website by following this link:

https://www.expertisefrance.fr/en/web/guest/on-recrute#page-8961—1—j…

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