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Conference Coordination Unit - Post B

Place of employment : Brussels
Domain : Administration
Sub domain : Public Administration
Starting date : 01/10/2021 (5 months)
Ref. : 08D40-3080

Who we are

The Directorate-General for Logistics and Interpretation for Conferences (DG LINC) provides the linguistic, technical and logistical support for the organization of the parliamentary meetings and conferences of EP Members and bodies. By supplying state-of-the-art conference facilities, including high-quality interpretation services and conference organization we contribute to facilitating the legislative process as well as helping to underpin the democratic legitimacy of the Institution.

This makes DG LINC a very dynamic and collaborative place to work, offering various opportunities for connecting internally and with all those taking part in the legislative process. If you like challenges and are customer-minded then DG LINC could be a great place for you to do a traineeship.

DG LINC's Conference Coordination Unit is in charge, inter alia, of the administrative management and follow-up of meetings organized by parliamentary bodies, high-level conferences, other DG’s, institutions and external bodies.

 

Your tasks

The successful candidate will mainly be in charge of coordinating and checking operational parameters for meetings and conferences and of preparing reports and statistical analyses concerning the unit's activity.

The candidate should be adaptable, flexible and capable of working both independently and as part of a team. An experience in dealing with the organization of conferences, meetings and/or events in the EP or inter-institutional context would be advantageous, as well as knowledge of IT-tools for the registration of participants. Knowledge of IT-tools for webinars and meetings with remote participation are an asset. Knowledge and experience in low-value procurement procedures is highly recommendable for operational reasons.

  • Assistance with conference preparations (emails, phone calls, templates) as part of a small team in daily contact with organizers/stakeholders in and outside the DG about the organisation of High-Level conferences in Brussels;
  • Help with event management projects (following project files and checklists, attending meetings);
  • Help with internal communication tools (DG LINC wiki knowledge base) and some backup tasks for the internal administration of the unit);
  • Participation in remote meetings as coordinator in close cooperation with the Multilingual Remote Meetings Service (MRMS);
  • Updating Event Memory Service for upcoming and past events;
  • Participating in the registration/accreditation flow of coming conferences;
  • Assistance with general planning and follow-up of feedback (helping with compiling of different statistics and others to create a common knowledge base on client satisfaction, publishing planning in WIKI).

 

You are

We are looking for a Meeting Organizer trainee to join the team, coordinating and checking all stages of the preparation of events and conferences in cooperation with other services within and outside DG LINC and in close contact with the clients.

The candidate should be adaptable, flexible and capable of working both independently and as part of a team.

An experience in dealing with the organization of conferences, meetings and/or events in the EP or inter-institutional context would be advantageous, as well as knowledge of IT-tools to support conference organization, including registration tools, event apps, webinar and remote participation software. Experience with design tools such as Adobe Indesign would be an asset.

Fluency in English and/or in French is needed.

 

Apply online
16 people have already applied to this offer