Management Assistant (full time) 

Eight leading research universities have joined forces to create UNA Europa, a unique alliance aiming to create a truly inter-university environment. The UNA Europa partners are Universitá di Bologna, Freie Universität Berlin, University of Edinburgh, Helsingin Yliopisto, Uniwersytet Jagielloński w Krakowie, KU Leuven, Universidad Complutense de Madrid and Université Paris 1 Panthéon-Sorbonne. In June 2019, UNA Europa was selected by the European Commission to be among the first ‘European Universities’ pilots. 
 
The partners formally established UNA Europa as a non-profit association under Belgian law (asbl/vzw) on 1 February 2019 to ensure the success and sustainability of the alliance. The objectives of the association are inter alia to promote cooperation between the university partners, to create a culture of excellence in education and research and to contribute to the development of the European Higher Education Area and the European Research Area. 
 
We are now seeking a full-time Management Assistant to assist the Secretary-General in the coordination of the daily administrative duties and procedures of the office in central Brussels and other tasks related to the operations of the UNA Europa alliance more broadly. Occasional travel within Europe will be required (approximately 3-4 times per year). 
 
 
Role and responsibilities 
 
Office management for UNA Europa vzw (50%)

 Day-to-day oversight of finances, including processing payments and invoices, supporting budget preparation and reports on accounting and liaison with Accountant

 HR administration e.g. liaison for payroll, holidays and social security

 Oversight of legal compliance, including health & safety and data protection

 Logistical assistance for meetings of Board of Directors and General Assembly, including minute writing

 Management of office supplies and relationship-building with local suppliers

 Other office management tasks. 
 
Operational coordination for UNA Europa vzw (50%)

 Liaison with UNA Europa operational colleagues across the UNA Europa universities, including coordination of meetings and minute writing

 Keeping overview of UNA Europa calendar of activities and mailing lists

 Logistical support for organizing events, meetings and workshops in Brussels, including liaison with external suppliers and venues

 Support for implementation and monitoring of UNA Europa seed funding initiative. 
 

Profile and skills 
 
 Several years of relevant work experience in a similar management support role

 Experience of coordination work with clients/partners remotely would be desirable

 Relevant education, training or professional qualifications

 Excellent command of MS Office, especially Excel, Word and PowerPoint

 Spoken and written language proficiency in English and Dutch; French and other languages a bonus

 Ability to work independently, as well as part of an international team

 Excellent organizational skills and an eye for detail

 Flexibility, enthusiasm and eagerness to learn for working on a variety of tasks

 Strong interpersonal skills, including discretion. 
 
 
What we offer 
 
 Full-time contract of unlimited duration under Belgian law and attractive salary package in line with experience and skills

 Additional benefits, including extra-legal holidays, meal vouchers, Group insurance and Hospitalization insurance policies

 Enjoyable work environment in a newly established international office. 
 
 
How to apply 
 
 Candidates who wish to apply for the position should submit the following information:

1. Application letter, explaining your strengths as a candidate and why you are interested in the position

2. A current CV, no longer than two pages. 
 
Please send your application to Ms. Emily Palmer (emily.palmer@una-europa.eu). 
 
 
Deadline for applications: 7 February 2020 
 
Tentative interview date: 17 February 2020 
 
Tentative starting date: April 2020.