The College of Europe, Bruges campus is looking for a Project Assistant from January 2024 until July 2024 (full time) in the framework of the
Second Phase of the European Diplomatic Academy Pilot Programme (academic year 2023-2024)
Short description of the project:
Following a tender procedure launched by European External Action Service (EEAS), the College of Europe was awarded with a service contract to conduct the second phase of the pilot programme of a European Diplomatic Academy for young diplomats from Member States and EU officials. The College of Europe implemented the first year of the pilot programme in 2022-2023.
During the academic year 2023-2024, the College is delivering the following services for the EEAS:
- Design and implementation of two identical editions of a training programme on European Diplomacy and EU External Action for junior diplomats from Member States and EU officials. The first edition is held from September 2023 to January 2024; the second edition will take place from February to June 2024.
- An “all-in-one” residential format for up to 45 participants per edition to study and live together. Participants will live in one of the residences of the College for the whole duration of the Programme.
- An established programme of exposure activities for participants in the form of study visits to EU and Member States institutions as well as other stakeholders involved in EU external action.
Description of the position:
The Project Assistant will support the running of the pilot programme. S/He will work in close cooperation with the core team of the project (Director of the Academy and Programme Coordinator) and under the supervision of the Academic Coordinator.
His/her main tasks and responsibilities will include:
- Preparing templates and other standard material for the lecturers;
- Preparing information / welcome packages for participants and lecturers;
- Welcoming and assisting lecturers and high-level speakers during their stay (this includes taking care of travel and accommodation arrangements);
- Assisting the lecturers before and during classes: making arrangements for the setting-up of the classroom, supporting them with IT equipment and hybrid sessions, assisting with the organisation of group exercises such as simulation exercises and role plays, and in general in the overall module implementation;
- Setting up and hosting online sessions (if any), including moderation of the chat box and other related tasks;
- Collecting and checking the layout of learning material and printing handouts;
- Uploading information and material on the learning management system;
- Taking attendance;
- Collecting feedback from participants and lecturers;
- Taking care of the logistical arrangements for social activities, events, and study visits;
- Drafting posts and taking pictures and videos to feed social media accounts;
- Processing of invoices and payments, in cooperation with the Financial Service of the College of Europe;
- Liaising with relevant services of the College of Europe (including but not limited to ICT, Facilities, Catering services, etc.) to ensure the smooth implementation of the Programme;
- Working closely with the Academic Coordinator and reporting any feedback or issue.
The position of Project Assistant is based in the College of Europe’s office in Bruges (Belgium). The starting date will be January 2024 (exact day tbc).
Required profile:
- A master’s degree (or equivalent) in a relevant field for this position;
- Strong identification with the mission of the College of Europe (preferably, familiarity with/understanding of the functioning of the College);
- Interest in European Union affairs and EU Diplomacy (preferably, with professional experience in/comprehensive knowledge of the EU institutions);
- Fluent spoken and written English; proficiency in other languages is considered as an asset;
- Full computer literacy (a basic understanding of Photoshop and InDesign will be considered to be an asset);
- A good knowledge of online video conferencing and training platforms (MS Teams, Webex, etc.);
- Excellent organisational skills and ability to meet tight deadlines;
- Open personality with strong interpersonal, communication and networking skills;
- Ability to work as a team player in an international environment;
- Flexibility (working hours may include evenings or weekends) and a dynamic attitude;
- Experience in managing residential training/study programmes will be considered as an asset;
- Experience in organizing (in particular logistical aspects) study visits to EU institutions, EU Member States representations and international organisations will be considered as an asset.
- Experience in communication (in particular social media management) as an asset.
We offer:
- An interesting and challenging full-time position in an attractive, multicultural, and dynamic work environment;
- The possibility to contribute to a major project for EU Diplomacy;
- The opportunity to contribute to the organization of events with senior /high-level figures;
- An employment contract under Belgian labour law;
- The possibility to work, upon mutual agreement, on other assignments within the College of Europe after the end of the contract;
- A competitive remuneration;
- A comprehensive benefits package including holiday pay and an end-of-year bonus, meal vouchers, a home office allowance, hospitalisation insurance, as well as a complementary pension scheme;
- The possibility to telework (in line with the College teleworking policy);
- Legal and public holidays plus two extra days off work (9 May and 11 July) and up to eight 'closed days' during the winter break.
Applications:
Applications should be written in English and consist of a detailed CV (max. 2 pages) and motivation letter (max. 1 page). They should be sent in a PDF format, one single file, by Sunday 7 January 2024 (midnight) to the e-mail address: info.training-projects@coleurope.eu, mentioning “Project Assistant – Pilot Programme European Diplomatic Academy” in the subject line.
Early applications are highly encouraged. As applications will be reviewed on a rolling basis, we reserve the right to close this vacancy early if a suitable candidate is found.
Please note that only short-listed candidates will be contacted.
By submitting your application, you consent to have your personal data processed for the purpose of recruitment and the specific position you are applying for. You acknowledge that your data, the data provided by the referees you provide, as well as data we receive from academic institutions we can contact for verification purposes, will be processed by the College of Europe.
All information will be treated with the utmost confidentiality and in line with the current data process regulations.
For more information on how we use the information you have provided and how to exercise your rights, please see our privacy notice for recruitment (https://www.coleurope.eu/privacy).