Events & Communication Assistant

il y a 2 semaines

Bruxelles, Région de Bruxelles, Belgique European Defense Agency Temps plein

The European Defence Agency (EDA) was established on 12 July 2004, and is governed by Council Decision (CFSP) 2015/1835 defining the statute, seat and operational rules of the European Defence Agency.

The Agency has its headquarters in Brussels.


The main task of EDA is to support the Council and the Member States in their effort to improve the Union's defence capabilities in the field of crisis management and to sustain the Common Security and Defence Policy (CSDP) as it currently stands and as it develops in the future.

The Agency is structured into four directorates.

The Corporate Services Directorate (CSD) and three operational directorates: Industry, Synergies and Enablers (ISE); Capability, Armament & Planning (CAP); Research, Technology and Innovation (RTI).


2. THE AGENCY'S WAY OF WORKING


The Agency is an "outward-facing" organisation, constantly interacting with its shareholders, the participating Member States, as well as with a wide range of stakeholders.

It works in an integrated way, with multi-disciplinary teams representing all of the Agency's functional areas, to realise its objectives.

Its business processes are flexible and oriented towards achieving results.

Staff at all levels need to demonstrate the corresponding qualities of commitment, flexibility, innovation, and team-working; to work effectively with shareholders and stakeholder groups, formal and informal; and to operate without the need for detailed direction.


3. THE MEDIA & COMMUNICATION UNIT
The Media and Communication Unit is responsible for all internal and external communication activities of the Agency.

The Unit provides communication advice to the Agency's top team and supports the entire Agency to promote its achievements in terms of project and programme output.


The Unit thus has a double function including providing communication advice to the Chief Executive and Deputy Chief Executive as well as a public information role.

The importance of communication within the Agency is illustrated by the fact that the Unit directly reports to the Chief Executive/Deputy Chief Executive.

The Unit consists of a small, dynamic and dedicated team.

Its aim is to efficiently and innovatively communicate developments and achievements of the Agency to a wide variety of stakeholders.

The team includes a Head of Unit, two Media and Communication Officers, a webmaster and a graphic designer/assistant and a trainee (Junior Communication Officer).

Each team member has his/her distinct tasks; and while all team members support one another, personal accountability and independent handling of tasks is expected.

A framework contract for communication activities is in place which supports the Unit among others in event management, production of publications, etc.


The main channels for external communication the Unit currently uses are its website, presence on social media platforms, publications including the biannual EDA magazine "European Defence Matters", audiovisual products, newsletters, media articles and events.


4. DUTIES
Under the supervision of the Head of Media and Communication Unit, the jobholder will be responsible for/contribute to the following activities:

Events organisation
- plan, prepare and organise internal and/or external events, such as conferences e.g. EDA's Annual Conference, in-house workshops, press conferences and group visits;
- work with Project Officers to advise, define and support event concept; including budget and event planning;
- liaise with contractors for the preparation and delivery of event-related tasks, and manage participant registration;
- coordinate the on-day execution of events; managing on-site resources and providing oversight;
- draft all communications materials for events; save-the-date; participant invitation & registration; thank-you letters;
- assess EDA's events by monitoring participants' satisfaction (e.g. through surveys), report on lessons learned and make proposals for improving future events.

Internal communication
- develop, implement and monitor EDA's internal communications activities;
- organise monthly thematic chat sessions, in partnership with colleagues from across other directorates and the HR unit;
- manage content and update relevant pages on the EDA intranet, as well as on public screens available in EDA's premises.

General communication support
- support the Head of unit and/or communications officers with the drafting of documents and/or communications plans;
- maintain and update relevant stakeholders' databases, such as the EDA distribution lists and the planning calendar;
- support with the updating of the EDA website and the external newsletters as required;
- liaise with various EDA directorates and units, as well as with external contractors for the planning and delivery of communications services.

Administrative tasks
- write minutes or/and reports of relevant meetings, and draft relevant administrative d

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