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GDSI VACANCIES

Required experts:

We are currently looking for a Junior Expert who can work full-time for the EU-funded Project Eastern Partnership Civil Society Facility and can support us with the coordination of events, as well as the monitoring and implementation of ad-hoc requests from civil society

Our project organises a series of annual events, as well as one-off events which require significant logistical coordination. In addition, we support civil society organisations and representatives with expertise and additional funding for activities such as trainings, visibility events or attending regional events. In general, we are looking for activities that involve several of the six EaP countries, include some longer-term strategic elements such as knowledge transfer within the region and in general help civil society better attain their goals.

 The Expert would be responsible for the following (this is not an exhaustive list): 

For events directly organised by the team and in close cooperation with the Key Expert on Communication and Visibility, as well as the Administrative Assistant:

  • Understand the requirements for each event.
  • Identify suitable venues for the event and obtain quotes.
  • Draft the budget for the event and make necessary arrangements (including financial payments) with the selected venue provider.
  • Contact and confirm speakers.
  • Identify the most cost-effective and direct routes of travel itineraries for all participants.
  • Communicate these itineraries to all participants.
  • Purchase (after approval) tickets and ensuring that participants received the tickets;
  • Organise transfers from/to airport for the event participants.
  • Ensure appropriate catering.
  • Book rooms for participants in accordance to the participants’ travel itineraries;
  • Print all communication materials: agendas, badges, handouts, etc.
  • Support the Administrative Assistant with financial and administrative reporting according to EU procedures (provision of financial report on spending including payment for hotel, venue, boarding passes of participants, tickets, transfer, i.e. all receipts).
  • Identify and obtain quotes for other services required for the event (for example from interpreters, designers, photographers, camera persons, etc).
  • After approval, coordinate with all service providers for the event (designers, photographers, camera persons, etc).
  • Check venues and ensure all equipment is in place and if functioning (microphones, projector, etc.)
  • Do final checks at the day of the event (e.g. tables, technology) to ensure everything meets standards.
  • Coordinate payments of any per diems or daily allowances to participants.
  • Oversee event happenings and act quickly to resolve problems.
  • Prepare and collect feedback forms from participants and contribute to the preparation of reports.

For events organised by third parties (events companies or partners) and in close cooperation with the Key Expert on Communication and Visibility, as well as the Administrative Assistant:

  • Close monitoring of the work of any company or partner in charge of the organisation of project events, ensuring all services are provided at the required quality level and all contractual obligations are fulfilled. 
  • In general, if more entities are involved in the organisation of an event (several partners, translators, trainers, for example), the expert will be in charge of ensuring overall coordination of all these parties.
  • Support the Administrative Assistant with financial and administrative reporting according to EU procedures (provision of financial report on spending including payment for hotel, venue, boarding passes of participants, tickets, transfer, i.e. all receipts);

For ad-hoc support request:

  • Keep track of all requests coming from civil society organisations or representatives either via the online form available on the Project website or via email.
  • Update the list of ad-hoc support requests, including their status.
  • Be in contact with all those requesting support to collect all elements for a potential request to the European Commission (making sure the request is clear, the outcome / results are well understood, the criteria for support fulfilled, the budget is accurately estimated).           
  • Communicate results to all applicants.
  • Develop, under the close supervision of the Team Leader, any Concept Notes for the European Commission. The Concept Notes detail the main objectives and outcomes of the support, as well as the proposed approach, together with information on the target audience. 
  • If approval received, draft the Memorandum of Cooperation (MoC) for beneficiaries.
  • Stay in regular contact with beneficiaries to make sure the MoC is respected and update the Key Expert on Communication and Visibility on any communication activities.
  • Monitor the activities of beneficiaries and coordinate with them on all narrative and financial reporting.
  • Support the Administrative Assistant with financial and administrative reporting according to EU procedures.
  • Contribute to the relevant part of the progress report. 

Requirements:

Qualifications and skills

  • Academic profile: at least a Bachelor degree in Journalism / Media, PR, Social Sciences, Humanities, or other relevant fields. In the absence of a degree, the expert must prove 3 years of professional experience with events coordination / management; these 3 years are counted in addition to those required under 'General professional experience'.
  • Fluency in English and Russian is mandatory.
  • Pro-activity, problem-solving skills and ability to coordinate stakeholders with different backgrounds are an asset.

General professional experience

  • At least 3 years of experience in coordinating or managing events.

Specific professional experience

  • Experience working in or with civil society organisations. 
  • Previous experience in coordinating / managing contractors is considered an asset.
  • Experience in any of the Eastern Partnership countries is considered an asset.

CV submission deadline:
2019-10-10
Project start:
2019-10-30
Project duration:
Full time
Responsible:
Project director at jobs@gdsi.ie
Required experts:
GDSI is looking for an office Manager for Galway Head Office.
Role:
  1. Reception responsibilities (managing front desk, answering calls, filing documents, etc)
  2. Secretarial responsibilities (working with documents for final presentation, proof-reading, preparation of covers, diagrams, tables, etc.)
  3. Logistic assistance (searching and booking flights, arranging meetings, etc)
  4. Office management (keep records and order supplies, liaise with office services, etc.)
  5. Project assistance (Liaising with company partners on administrative issues in tendering procedures, etc.)
Successful applicants will have the following skills:

  • Ability to work independently and as part of the team
  • Ability to work with graphic design programmes and standard Office package
  • Complex problem solving abilities
  • Critical thinking
  • Cognitive flexibility
  • Emotional intelligence
  • Judgment and decision making
  • Service orientation
  • Creativity
Please send your CVs formatted so as to demonstrate your creativity and ability to use graphic design applications. Thank you.
CV submission deadline:
2019-10-05
Project start:
2019-10-30
Project duration:
9 months
Responsible:
HR Manager at jobs@gdsi.ie