#FreeAllWords: International Text and Translation Fund of the European Writers‘ Council (EWC) gives a voice to authors from Belarus and Ukraine
++This job call is closed since 9 of March 2023 ++
The EWC is opening a part time position for an Administration Officer (m/f/d)
Brussels, January 2023: We are currently offering a position for a capable, and assertive professional to handle administrative aspects of the day-to-day activities of the EWC and to support the activities of the future Secretary-General and the current and upcoming Board(s).
About EWC
The European Writers’ Council (EWC) is the federation of 46 national organisations of professional writers and translators in 31 countries including the EU and EEA, as well as Belarus, Iceland, Norway, Montenegro, Switzerland, and United Kingdom, altogether writing in 31 languages.The 46 EWC’s member associations represent 160,000 individual authors in the book and text sector in all genres.
The EWC defends the professional interests of its members in economic, legal and political contexts, their right to remuneration and compensation for their works, their relevance in cultural and social policy, freedom of expression, freedom of association, and the importance of lesser spoken and written languages.
The EWC is a registered international non-for-profit organisation (AISBL under Belgian Law) financed exclusively by membership fees, donations, and project funds. The Board of up to seven members is elected every two years and is made up of volunteers from all language areas of Europe.
We are currently offering a position for a capable, and assertive professional to handle administrative aspects of the day-to-day activities of the EWC and to support the activities of the future Secretary-General and the current and upcoming Board(s):
Role profile & key responsibilities
Operational and organisational administration, in coordination with the Secretary-General and the Executive Board.
- Manage the office and the legal, administrative, operational issues related, incl. coordinate and liaise with building management, landlord, and ICT.
- Filing, backups, and maintenance of association’s archives, according to data protection laws.
- (Co-)Organising events, both for EWC and / or allies.
- (Co-)Organising EWC working groups and taskforces together with responsible Board Members.
- Surveys (programming, evaluation, design).
- Improve internal procedures as needed.
- Maintenance of membership and stakeholder contact persons lists.
- Organise, research and deliver on delegated activities.
External Communication in coordination with the Board, especially with the President and Vice Presidents, and the Secretary-General
- Disseminating information to members as per Secretary-General or Board request.
- Keep communication flowing between EWC members, Board and General Secretary.
- Central contact person for press, stakeholder, other organisations, policy, etc.
- Communication of events / seminars / etc., incl. relationship with speakers, etc..
- Following information flows with stakeholders and proper and orderly filing.
- Data protection and procedures.
- Oversee web and social networks quality.
- Upon request, attend national or international conferences, meetings or events to represent the EWC.
Internal Communication, incl. Documentation, Editing and Writing: Coordinate and liaise with the Board, especially Presidents and Vice Presidents, and the Secretary-General.
- Assist board members to set meetings, task forces or written procedures.
- Assist the Secretary-General in necessary organisational and administrative tasks.
- Support & preparation of the AGM, incl. the election committee (every 2nd year).
- Annual report.
- Draft and proofread official communication.
Legal administration under the guide of the Secretary-General
- Monitor and maintain necessary registration (Belgian Monitor, CBA, EU Transparency Register, UBO)
- Minutes and Agendas of all board meetings (4-6 annually, mostly online)
- Minutes and Agenda of the General Annual Meeting (one per year).
Finance and economic issues, in coordination with the Secretary-General and the President or Board Treasurer: Prepare and organise financial documents, assist in bill management and external accountant.
- Basic Bookkeeping and monitoring the budget, profit & loss incl. statements together with Accountant, Treasurer / President, Secretary-General.
- Invoicing members, donors, or sponsors.
- Develop enhancements for recurrent tasks (billing automation, enhancing software and costs).
- Ensure timely payments.
- Applications for funding; identifying options, application, monitoring.
- Propose new revenue sources by monitoring European foundations or EU bodies.
Role related experience, skills and knowledge
Experience
Required.
- Minimum 3 years of work experience in a similar position.
- Capacity to understand and work in a culturally diverse environment.
- Ability to build strong relations with key people.
- Proven experience on collegial team working and administrative organisation.
- High competence in communication and in spoken and written English (official EWC language).
Skills
- College degree in law, business administrations, literature or international relationships.
- Culture oriented and fully understanding of the role of writers for society.
- Interest and basic knowledge in European and International policy processes.
- Superior attention to detail skills.
- Organisation capabilities (events, meetings, budgeting, minutes, etc.).
- Capacity to handle exigent agendas and stressed occasional peaks.
- Soft skills.
- Multilingualism (French, other languages) is an advantage, as French language skills for some local communications on banking, accountancy and finance authorities
- Common software systems (Word, Excel, PowerPoint), online collaboration tools and forms, and ability to prepare in-house designs incl. Canva
- Knowledge of common website CMS (especially WordPress) and Meta Business.
- Experience in Winbooks is a plus, but no obligation.
- Residence in Brussels / Belgium or nearby is highly valued.
At this position, you will:
- Be the backbone of Europe’s most important writers’ representative organisation, vital to its functioning and impact, and the first point of contact for members and external enquiries.
- Work with an international group of multicultural writers, lawyers and literary activist.
- Have a part time contract under Belgian law. This means that together we can adjust hours and due times of presence. The expected set of tasks should cover 20-24 hours per week.
- There will be a paid four-week summer break as well as a paid three-week pause over the holidays and the New Year, plus 11 Belgian public holidays.
- We provide you with an office in the Maison européenne des Auteurs et des Autrices in the Rue du Prince Royale. There you will meet actors from all cultural fields. Telework can always be allowed by mutual coordination.
- It is desirable to start your new position soon. The most successful candidate after interviews can, of course, start at a later date by arrangement.
- Salary in accordance to a 50-60%-Administration Officer-position. Should projects with corresponding funding increase the workload, a corresponding raise will be made.
How to apply:
Applications will be processed on an ongoing basis by EWC President Nina George, the two EWC Vice Presidents Miguel Ángel Serrano and Maïa Bensimon, and the future Secretary-General Ms Nicole Pfister Fetz.
We reserve the right to conduct interviews as soon as possible after receipt of the application, also virtually (Zoom).
We look forward to receiving your application (letter of motivation, curriculum vitae, relevant certificates, contact details of up to three references), which you should send as one PDF document (maximum 5 MB) with the subject “Application AO” by e-mail to personnel@europeanwriterscouncil.eu and in carbon copy to ewc.secretariat@europeanwriterscouncil.eu.
If you have any questions, don’t hesitate to write to us.
The call is CLOSED.
