Senior Administrative Support Specialist

il y a 1 mois

Strasbourg, France Vector Synergy Temps plein

Senior Administrative Support Specialist

(Business Relations Management Sector (BRMS)

**Location**:
Strasbourg, France

**Job ID**:
QTM.SC-2024.16

**Security Clearance**:
EU Secret in progress

**Working conditions**:
~ 60% working from the office & 40% working remotely from home (close proximity), eu-Lisa’s offices: (1) Rue Jean Sapidus, 67400 Illkirch-Graffenstaden and 2) Rue de la Faisanderie, 67200 Strasbourg

**Introduction**:
eu-LISA is the Agency of the European Union (EU) established to provide a long-term solution for the operational management of large-scale IT systems, which are essential instruments in the implementation of the asylum, border management and migration policies of the EU. The Agency’s core mission is to be dedicated to continuously add value to Member States, supporting through technology their efforts for a safer Europe. To support eu-LISA’s core administrative functions, non-ICT consultancy services are necessary to ensure the provision of deliverables in support of activities carried out by the Agency to ensure governance, planification, business continuity and internal control towards the execution of its mandate.

Currently there is a need for support services related to the mission of the Business Relations Management Sector (BRMS) which is one of the sectors in the Planning and Standards Unit (PSU). The Planning and Standards Unit (PSU) is responsible for operational planning, enterprise and IT architecture, as well as business relations management and product management. The BRM Sector acts as the interface between eu-LISA and its stakeholders, in order to govern the associated collaborative activities, ensure better understanding of the business needs amongst the involved parties, as well as to facilitate the efforts for the translation and alignment between the associated requirements, and the information systems of the Justice and Home Affairs (JHA) domain. The Business Relations Management Sector (BRMS ) leads and manages all business aspects in relation to current and future products, i.e., the systems in operation or under development. BRMS serves as the main interface between the Agency and its stakeholders (such as EU Member States and Schengen associated countries, EU institutions and agencies/international organizations, Carriers and their service providers, stakeholders, and associations from the Justice domain). The sector provides links between the Agency and those stakeholders at strategic and tactical levels to ensure that the Agency, as a service provider, understands the stakeholders' business requirements and demands. This allows further translation and appropriate channeling of needs to ensure that the Agency can provide services that meet those expected needs.

**Additional details**:
In order to perform its mission, the BRMS is looking for the support to the following tasks: administrative support services to the Sector and the Unit which shall include regular tasks such as scheduling and supporting the preparation of Sector and Unit meetings.

Administrative support is needed in order to support the Sector in the following activities: the preparation and action follow-up of the Carriers Working Group and the associated ad-hoc and informal meetings with the carriers, as well as support for the management of numerous communications and tickets submitted by the carriers, either in the functional mailboxes or in Jira. For the implementation of the below-listed tasks the following tools will have to be used: MS Office and MS SharePoint.

**Skills, knowledge, experience required**:

- A Bachelor’s Degree (3 years of university studies) in the field;
- Minimum 5 years’ relevant professional experience, of which minimum 4 years’ experience in HR/HR Administration, Planning, or Government Administration sector;
- Excellent usage of MS Office Suite, in particular MS Excel;
- Ability to:

- Work under pressure and respond to changes in a rapidly evolving work environment;
- Exercise professional discretion in a highly confidential work environment;
- Cooperate smoothly in the multicultural environment;
- Proven strong level of personal integrity;
- Supportive and helpful personality, with cooperative and service-oriented attitude;
- Fluency in English language (level C1).

**Nice to have**:

- Good level of French language (level B2 or higher);
- Knowledge of any EU systems: HR IT systems and tools (Jira, ARES, PERS, SYSPER, MS SharePoint, photo and video editing software, Totara).

**Duties/role**:

- Set up internal preparation meeting (eu-LISA, contractor);
- Align internally to ensure timely delivery of the presentations from the teams and sharing with the stakeholders (MS) prior to the meetings;
- Participate in monthly stakeholder meetings (AGs, CWGs) and take notes on actions;
- Update the action lists and share them with the stakeholder (internally and externally);
- Coordinate the review of the AG Executive Summary and share the final ver

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