Mission The Junior Events and Procurement Expert will be supervised by the EU-LAC Long term Cybersecurity Expert and managed by the Project Manager. He/she will have frequent exchanges with the Project Manager and Project Assistants of within the Hybrid Threats Unit at Expertise France HQ in Paris. The position requires a high degree of autonomy and relational skills in order to work in a European, international and multicultural environment, as well as an excellent command of English and Spanish. Missions abroad are foreseen. Indicatively and non-exhaustively, the Junior Events and Procurement Expert's tasks will include: Supporting activity planning: - Support the team in the pursuit of the cybersecurity dialogue, by responding to emerging logistical needs (establishing Mission Orders, booking flights/trains, visa procedures, identifying hotels and conference rooms, organising airport shuttles) in accordance with EF procedures and French public procurement law. - Based on identified needs, drafting of service contracts (translators, interpreters, hotels, conference rooms, shuttle services), as well as other related documents (award minutes, Verification acuity, etc.) prior to signature by head office. - Monitoring supplier advances and invoices for field activities and field office cash (when relevant). - Supply of documents required for activities in conference rooms (badges, nameplates, attendance lists, activity evaluation forms, per diem receipts). Supporting activity implementation: - Registering the attendees during activities (in charge of the registration desk): ensuring the signature of the participants lists', preparation and distribution of per diems and collection of supporting documents (boarding passes, visa invoices, etc.). - Preparing and distributing per diems and retrieving supporting documents from participants/experts (boarding pass, etc.). - Preparation, distribution, collection and scanning of documents completed during activities (attendance lists, activity evaluation forms). - Preparing, distributing and collecting evaluation forms during activities. Supporting activity and project closure: - Collecting and preparing supporting documents required for payments and submitting payment requests to HQ. - Consolidating basic evaluation data (e.g. number of participants, female/male ratio). - Archiving project documents on Wimi in preparation for audits. - Gather the supporting documents needed to make payments (invoices for services and ERFs) for payment. - Participate in the closing of outstanding advances. - Follow-up on payment of final project invoices. The EU-LAC High-level Policy Dialogue on Digital Policy and Regulations project corresponds to Pillar 1 of the EU-LAC Digital Alliance, focused on regulatory and policy cooperation between Latin America and the Caribbean (LAC) and the European Union (EU). It aims to bring together LAC and EU policy makers, to build consensus and partnerships on digital policy and regulatory matters, and to work together on digital governance, harmonisation of standards, legal and regulatory digital environment, and alignment of digital policies. The overall objective of this project is to accelerate the digital transformation in LAC by building a strong, comprehensive and mutually beneficial engagement on digital issues between the EU and LAC, and strengthening the EU's role as a key partner and player in the digital area. The specific objective is to improve regulatory harmonisation of inclusive and sustainable digital policies and governance mechanisms for digitalisation, along common values and interest for the LAC and EU regions. Qualifications and skills - Higher education degree in administrative management, events, tourism or related fields. - Proficiency in Microsoft Office tools (mainly Excel and Word). - Familiarity with tools and technologies used in travel management (platform etc...). - Ability to adapt quickly to the work environment. - Excellent organisational skills and attention to details. - Good time management and ability to prioritise multiple and competing deadlines. - Problem-solving skills, flexibility and the ability to respond calmly and creatively to emergencies. - Responsiveness and good interpersonal skills. - Excellent communication skills and fluency in written and spoken Spanish and English. French command would be an asset. - Interest in international cooperation. Work experience - Experience of at least three years in a similar position. - Experience as a tour operator and event organiser would be an asset. - Experience with high-level political officials, embassies and international organisations would be a strong asset. - Understanding of Latin American and Caribbean institutions and agencies in the field of digital affairs, and their mandates and roles would be an asset. - Location of the mission: Bogotá, Colombia (preferred) with regular travels in Europe and Latin American and the Caribbean. - Start date: August-September 2024 - Spanish Terms of Reference are attached - Se adjunta la descripción del puesto en español
