Senior Administrative Specialist

Senior Administrative Specialist

(Stakeholder Communication Management)

**Location**:
Strasbourg, France

**Security Clearance**:
No SC needed

**Additional details**:
Travels included ~ 10% of working time

**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.

The Business and Stakeholder Relations Unit is looking for services to support its core tasks in regards to executing external and internal communication activities. Such services may include, but not be limited to, assisting in planning and reporting activities, helping to consolidate and broaden the Agency’s online community, organizing and documenting internal meeting and providing aid in the preparations of external visibility events.

**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 support / administration / event management 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;
- Good communication and interpersonal skills;
- Fluency in English language (level C1).

**Nice to have**:

- Good level of French language (level B2 or higher);
- Knowledge of EU systems, such as: Ares, Anaplan.

**Duties/role**:

- Assist and support on the Agency’s annual and multiannual communication action plans, based on the eu-LISA Communication Strategies and related policies;
- Assist and support the development of the Agency’s communication channels and information sharing platforms both, for internal and external communication;
- Assist to support the activities of eu-LISA institutional networks for on
- and offline communication and visibility actions;
- Actively search, analyze and propose ways to improve the Agency’s internal and external communication outputs and formats;
- Prepare input for publications, videos, awareness raising products (visuals, infographics, presentations, digital newsletter) of the Agency;
- Make audio recordings of staff assemblies and info sessions;
- Make video recordings and take photos of eu-LISA events and perform post-editing as deemed necessary;
- Support in the preparation of responses to media and stakeholder enquiries;
- Support in the preparation of replies to “access to documents” requests;
- Prepare documents such as reports, notes, letters, presentations and minutes of meetings and coordinate the document flows (including workflows and e-signatories in Ares) related to communication functions;
- Organize and coordinate appointments/meetings for the Sector and Unit;
- Organize and participate in events and workshops related to the communication function.

VECTOR SYNERGY sp. z o.o., ul. Marcelińska 90, 60-324 Poznań, NIP PL7811857270, REGON 301575740, KRS: 0000369575

Rejestr Przedsiębiorców KRS prowadzony przez Sąd Rejonowy Poznań - Nowe Miasto i Wilda w Poznaniu, VIII Wydział Gospodarczy KRS,