Administrative support in NA3, ECHA, Helsinki

The European Chemicals Agency (ECHA) is an EU Agency that works for the safe use of chemicals. It implements the EU's groundbreaking chemicals legislation, benefiting human health, the environment and innovation and competitiveness in Europe.

In 2021 ECHA was awarded recognition as one of Finland's most inspiring workplaces. This acknowledgement signals a high employee engagement level and indicates that the agency develops the organisation, is committed to staff wellbeing, and has a good operating culture. ECHA is a multicultural workplace where English is used as the working language. ECHA’s modern, newly built offices are in central Helsinki.

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We are looking for an interim Administrative support for a temporary project together with our client European Chemicals Agency ECHA. Please note that the working language is English. The job is a fixed-term position for the following period: 01/06/2024 – 15/06/2024.

Unit: A3 – Submission and processing

Job title: Administrative support - Management Assistant 

Requirements:

• At least two years’ experience in providing assistance to management (for example, calendar management, travel arrangements, reporting, support to activities related to Human Resources and ICT);
• Experience in working in customer relations and services;
• Work experience gained in a similar multicultural environment.
• Successful completion of post-secondary level education attested by a diploma.
• Be able to communicate well in English as this is the working language of ECHA.

General description:

The Administrative Assistant will provide administrative support to Directors, Heads of Units and/or to operational teams. The main tasks of an Administrative Assistant are described below.

Duties:

• Drafting, editing and formatting of documentation, communication or support material;
• Managing and updating databases, in particular with respect to deadlines and in accordance to applicable instructions;
• Providing assistance to the project, team or unit in processing and keeping documents up-to-date in document management systems;
• Managing incoming and outgoing communications with internal and external customers;
• Assist in the development of IT systems (collection of user specifications, performing testing, or preparing instructions, etc.);
• Supporting the financial, procurement and administrative processes in place in the Agency (preparing budgetary and legal commitments, assisting in drafting technical specifications, participating in procurement procedures and assisting in managing the resulting contracts, including verification of deliverables);
• Providing appropriate support to the organisation of events, including assistance in the preparation of relevant documents, in handling travel and accommodation arrangements, in agenda management and in taking meeting minutes;
• Providing ad-hoc support to the project, team or unit with regard to planning, monitoring, and reporting activities;
• Providing assistance to the project, team or unit in setting up and developing and/or optimising processes;
• Any other duties as required.

Instructions and additional information:

We will be contacting applicants during application period, hence do not hesitate to leave your CV for the position today! The latest date to submit your application is Friday morning at 11:59 a.m. on May 3st. Kindly note that we will be interviewing candidates already during the application period. Be prepared to tell us two references.

Please note that prior to appointment, successful applicant will be asked to produce an official document indicating that they do not have a criminal record.

Please leave your application and CV in Europass format:
https://europass.cedefop.europa.eu/editors/en/cv/compose