Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) Gmb H is an international cooperation enterprise for sustainable development with worldwide operations. GIZ promotes complex reforms and change processes, often working under difficult conditions. Its corporate objective is to improve people’s living conditions on a sustainable basis. GIZ International Services (In S) is the company’s business department offering services to international clients such as the European Commission.
We are currently looking for a Project Team Assistant (m/f/d) for strengthening our Brussels unit in the support to the management of the EU Climate Dialogues (EUCDs) project phase 2 that will start on the 1st of January 2025 for a duration of 4.5 years.
EUCDs is as an instrument to promote EU’s leadership in addressing climate change internationally based on the EU’s legislative framework to achieve the European Green Deal and Fit for 55 package. EUCDs serves as a targeted yet flexible EU instrument of diplomatic engagement, promoting effective and ambitious climate policies and actions in partner countries. The project’s second phase will target 26 countries using tailormade thematic entry points for a constructive, results orientated and opportunity-driven dialogue with partner countries. EUCDs enables showcasing EU’s good practices and experiences, seizing political partnership opportunities building on the Team Europe approach. The project will use different delivery modes such as organizing study tours, seminars, workshops, conferences, trainings, knowledge gathering, outreach and advocacy involving multiple stakeholder groups.
The core team will be composed of Team Leader, a Deputy Team Leader, a Strategic Outreach & Liaison Officer, as well as a Project Manager, a Country Correspondent/Multi Country Coordinator, a Procurement Officer as well as a Project Assistant. In addition, the core team will be supported by Country Coordinators in almost all target countries.
The vacancy Project Team Assistant EUCDs (m/f/d) is a full time Brussel´s based position for 4,5 years – 54 months starting from January 2025.
Your tasks:

• Administrative and Team Support: Provide essential administrative assistance to our project team in Brussels and Germany, ensuring smooth day-to-day operations. Assist team members in completing their tasks on time, fostering a collaborative and results-oriented environment.
• Meeting and Event Coordination: Prepare for EU-led Steering Committee meetings, manage correspondence, record minutes, and oversee all logistics, including travel arrangements, calendar updates, and support for ad-hoc requests.
• Document Management and Data Maintenance: Maintain an organized knowledge database by filing all project documents and deliverables systematically. Regularly update and organize key project files, including meeting minutes and progress reports, keeping records up-to-date and easily accessible.
• Report and Presentation Preparation: Aid in the preparation of project presentations and reports, helping team members communicate progress and goals effectively.
• Progress Tracking: Monitor the completion of action items and tasks, providing progress updates directly to the project manager.
• Project Management Tools: Utilize project management software to maintain charters, process flows, and support efficient project execution.
• Risk Management Assistance: Support the identification, tracking, management, and resolution of project risks to help mitigate potential challenges.
• Scheduling and Coordination: Coordinate meetings, conference calls, and project-related events with team members to ensure optimal scheduling and attendance.
• Timeline and Milestone Planning: Contribute to effective project planning by creating clear timelines, milestones, and deliverables.
• Research and Data Collection: Conduct research and gather data to support project initiatives and aid informed decision-making.
• Process Improvement: Continuously seek opportunities for process enhancements and make actionable recommendations for team efficiency.

Job description:
Qualifications

• Master’s degree in EU Studies, EU Project Management, Communication Science, Business Administration.
• Excellent written and verbal communication skills in English; German and French are considered assets.

General Professional Experience

• Minimum 2-3 years of experience in EU project management, communication and administration.
• Proven experience working in EU external aid projects management, including administrative procedures and support of communication activities.
• Proven experience in administrative processes.
• Knowledge of climate change nexus is highly desirable and considered an asset.
• Excellent working knowledge of Microsoft Office, MS Team (word, excel, Power Point and social media)
• Strong organisational, project management and problem-solving skills.
• Excellent communication and organizational skills, able to develop relationships and maintain effective networks.
• Excellent interpersonal skills with demonstrated ability to work in team and foster team spirit especially working with team members in different locations.

Notes:

• The position requires a work permit for Belgium, as the location of the work will be Brussels. Only applicants eligible to work in Belgium will be evaluated.
• Applications from persons with disabilities are most welcome.
• Your application and CV must not indicate your date of birth and must not include a photography.
• Applicants are asked to submit their updated CV together with a one-page motivation letter, mentioning in the subject of the email “Project Team Assistant EUCDs” and full name.

Please send your application before 28.11.2024 to In S.Brussels.recruitment@giz.de
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