Administrative Coordinator

Position description

The European Free Trade Association (EFTA) is seeking a dynamic individual to join our IMD team. As a key member of the team, you will have the opportunity to collaborate with many stakeholders.

EFTA is an intergovernmental organisation committed to advancing free trade and economic integration among its four Member States: Iceland, Liechtenstein, Norway, and Switzerland. With offices in Geneva, Brussels, and Luxembourg, the EFTA Secretariat serves these states by facilitating policy development, negotiations, and implementation of free trade agreements. Our Geneva headquarters supports the EFTA Council, while our Brussels office manages the European Economic Area (EEA) Agreement and assists Member States in influencing EU decision-making. Additionally, our Luxembourg office contributes to the evolution of the European Statistical system.

Our Brussels duty station is based in the brand-new EFTA House, which also hosts two of our sister organisations: EFTA Surveillance Authority (ESA), and the EEA and Norway Grants (FMO). This position is open to nationals of all the EFTA (Iceland, Liechtenstein, Norway and Switzerland) and EU Member States.

Division: Internal Market Division
Category/Level: B4
Type/Duration of Appointment: Fixed term three years. If considered desirable and in the organisation’s interest, an additional three-year contract may be offered.
Start Date: ASAP
Job Reference: VA 14/2025

Scope

The Internal Market Division (IMD) of the Secretariat is responsible for serving the EEA EFTA States in their work related to the EEA Agreement. This entails both monitoring and influencing legislation in process on the EU side and facilitating timely incorporation of adopted EEA relevant legislation into the EEA Agreement. The scope of responsibility covers all policy areas of the EEA Agreement and includes free movement of goods, services, capital and persons, as well as horizontal areas relevant to the four freedoms. The Division consists of 22 persons including 2 Administrative Coordinators.

The Administrative Coordinators play a central role in the IMD. We are looking for a highly motivated team player who is willing to take on challenging tasks and provide extensive administrative support and assistance to the Director and the Deputy Director, the colleagues in the IMD and its external partners. The selected candidate will have to demonstrate a high level of independence and proactivity and that s/he is able to work efficiently under pressure and juggling a variety of tasks at all times.

The main tasks of the successful applicant will be the following:

• Assisting IMD colleagues with the preparations of meetings, including drafting agendas and reports, producing statistics and overviews, editing and formatting documents;
• Collection and coordination of input to various processes and documents related to the management of the EEA Agreement, from internal and external partners, ensuring quality and keeping deadlines;
• Providing onsite support and managing logistical arrangements (internal and external) at and for meetings and seminars;
• Proof-reading of reports and other relevant documents in English;
• Keep up-to-date the IMD contacts database and mailing lists;
• Distribute, finalise and publish relevant documents, and update the EFTA website, portal (intranet) and extranet;
• Close cooperation with and back-up of other coordinators within the IMD and in EFTA as needed;
• Handling of invoices and expenses for IMD;
• Liaising internally with the Administration Division regarding absences and other practical matters.

The successful applicant must be willing to take on other tasks as required.

Qualifications

• A relevant University degree, diploma or certificate;
• Knowledge of and interest in EU affairs and the EEA Agreement.

Experience

• Minimum 3 years administrative work experience preferably within an international environment;
• Experience working in EU affairs;
• Experience of editing and proof-reading in English;
• Experience of producing statistics and overview tables in Excel;
• Experience in organising meetings and events;
• Experience of having a coordinating role.

Skills

• Excellent organisational, communication and problem-solving skills;
• Comprehensive IT skills, including Microsoft Office and in particular Word and Excel;
• Ability to prioritise tasks and conflicting demands;
• Knowledge of document management and case-handling systems;
• Positive and proactive attitude;
• Ability to work under pressure and meet deadlines;
• An eye for detail and skilled multi-tasker;
• Ability to maintain confidentiality and exercise discretion;
• A quick learner who is a driver of continuous improvement of processes.

Languages

• Fluency in written and spoken English;
• Knowledge of French and any other EFTA/EU languages would be an asset.

Employment Terms

EFTA has a dynamic and diverse work environment with the opportunity to work in a team of highly qualified people. Here you will be part of an organisation based on professionalism, cooperation, trust, responsibility and respect. Through its recruitment policy, the EFTA Secretariat wants to ensure diversity in terms of gender, age and culture.

EFTA also offers:

• International career and learning opportunities;
• An inclusive environment with high regard for cultural differences;
• Competitive benefit package (favourable tax conditions may apply);
• Generous holiday scheme including a Christmas closure period;
• Medical, life and disability and travel insurances;
• Savings fund to assist with retirement planning;
• Language training expenses.

Grade: B4
Annual starting salary: EUR 55,669.80
Monthly starting salary: EUR 4,639.15

Application instructions

Please be sure to indicate you saw this position on Globaljobs.org