The Financial Mechanism Office (FMO) administers the EEA Grants and Norway Grants on behalf of Iceland, Liechtenstein and Norway. The funding schemes aim at reducing economic and social disparities in the European Economic Area (EEA) and strengthening of bilateral relations with the 15 EU countries benefiting from the funding.
Key areas of support include environment and climate change, civil society, human and social development, cultural heritage and cultural exchange, research and scholarships, decent work and justice and home affairs.
The FMO is affiliated to the EFTA Secretariat in Brussels, reports to the ministries of foreign affairs of Iceland, Liechtenstein and Norway. It serves as a contact point for the donor states, beneficiary states and other stakeholders. The FMO has 50 employees.
Financial Mechanism Office
Location Brussels
Category/Level B5
Type/Duration of Appointment Fixed-term three years (renewable once if in the interest of the FMO)
Start Date As soon as possible
Job Reference VA 27/2013
Scope
The Administrative Assistant performs a wide range of administrative support activities for the FMO, including electronic document management and physical archiving. The Administrative Assistant reports to the Head of Administration and Donor Relations.
Tasks
• Ensure active use of the office Archive plan;
• Organise the electronic document management system with support from the FMO IT administrator;
• Responsible for physical archives;
• Provide reference services and assistance to users requesting information from archived materials;
• Guide other in document management and archiving issues;
• Support to assigned unit(s);
• Act as a back-up for the other Administrative Assistants if and when needed; and
Qualifications
• Administrative studies or equivalent;
• Training and/or education in document management and/or archiving.
Experience
• At least 5 years of documented experience in document management/archiving.
Skills
• Knowledge of document management/archiving systems;
• Strong organisational skills and ability to multi-task;
• Strong interpersonal abilities, including a dynamic and flexible attitude, and cultural sensitivity;
• Self-reliance and autonomy, but also facility for team work;
• Excellent communication skills;
• Comprehensive office related IT skills;
• Familiarity with electronic document management systems.
Languages
• Fluency in written and spoken English;
• Good knowledge of French and/or Dutch is an asset.
Employment Terms
Grade: B5
Annual Salary: EUR 47,140
Appointments are normally made at step 1 of the grade. The Director of the FMO reserves the right to appoint a candidate at a level different from that advertised. Through its recruitment policy, the FMO wants to ensure diversity in terms of gender, age and culture.
Open to nationals of all EFTA and EU member states.
We offer a very interesting and challenging position in a dynamic and diverse environment and the opportunity to work in a team of highly qualified people. We also offer favourable tax conditions. In addition, depending on the candidate’s family status, attractive benefits and allowances may apply.
For further information on this position, please contact Mr Bjarni Vestmann, Head of Administration and Donor Relations, bve@efta.int, +32 (0)2 211 18 91.
Please note that only applications received via our web tool will be considered.
Deadline for submission of application: 14 June 2013.