I. Job purpose
Under the supervision of the Secretary General of CEMR and in close cooperation with the other teams of the Secretariat, the Adviser – Statutory Affairs’ mission will be to manage, design, coordinate and implement CEMR statutory activities and services to the member associations of the Council of European Municipalities and Regions.
In order to execute this mission, the Adviser – Statutory Affairs will be assisted by the Support Officer – Statutory Affairs and Relations with members (hereafter “Support Officer”), as well as occasional trainees, whom s/he will be responsible of.
II. Main tasks and responsibilities
1. Organise and coordinate CEMR statutory meetings (Executive Bureau, Policy Committee, Secretaries General and Directors, General Assembly) and major institutional events (CEMR Thematic conference, etc.)
a) Establish regular contacts with the hosts and partners, and make sure all logistical obligations are met, together with the Support Officer and, should there be one, with the professional conference organiser
b) Define a concept and put in place a programme for each event or meeting
c) Gather and produce meeting files, reports, concept notes and comments, and ensure their dissemination among CEMR member associations within the foreseen deadlines
d) Ensure dynamic political debates, in line with the work programme and multi-annual strategy of CEMR
e) Contribute to the general financial monitoring of meetings to coordinate
f) Coordinate the preparation of any institutional or communication material for the event – invitations, brochures, speeches, etc.
g) Ensure any relevant follow-up to the event or meeting
2. Contribute to the annual priorities and strategy of the organisation, and help ensure their implementation
a) Contribution to the definition, implementation and monitoring of the organisation’s global and multi-annual strategies
b) Participate in the Secretariat’s Management Team meetings
c) Contribute to the development of the Secretariat’s staff, in particular the staff under his/her supervision
d) Perform any task or activity required to reach the objectives of the organisation, if so requested by the Secretary General
3. Monitor all developments affecting CEMR and local authorities in Europe, in particular those related to CEMR members participation into the organisation’s work
a) Ensure relevant and timely correspondence with CEMR member associations and its statutory bodies (circular letters, congratulations / farewell letters, concept notes)
b) Ensure adequate follow-up to the invitations and requests of CEMR member associations (surveys, etc.)
c) Process membership requests and possible suspensions
d) Ensure the compilation of the nominations of the delegates of CEMR member associations in the organisation’s representative bodies and working structures
e) Contribute to the monitoring of membership fees’ settlement and, if necessary, help the Director of Finance to this effect
f) Ensure that the Statutes and Rules of procedure are fully respected and updated if necessary, as well as inform the Belgian authorities of any approved modification
g) Ensure that the relevant internal databases are updated on a regular basis
h) Ensure that the institutional and statutory calendar of CEMR is updated regularly
4. Ensure the institutional liaison with the world organisation United Cities and Local Governments and other institutional partners
a) Act as institutional focal point for any question related to UCLG
b) Organise UCLG Europe meetings and in this context, provide the necessary information to European members of UCLG on the preparation and outcome of UCLG statutory meetings (Executive Bureau, World Council, Congress)
c) Coordinate the representation of European national delegations in the UCLG statutory bodies, and inform the world Secretariat of any change
d) Keep European members of UCLG informed and engaged in the activities of the world organisation, with the support of the colleagues of PLATFORMA and of other CEMR colleagues
e) Liaise with other institutional partners of the organisation in the fields that affect his/her direct areas of work
5. Assist the Secretary General of CEMR in his institutional and representation duties
a) Represent CEMR and the values the organisation defend in any event it is invited to do so
b) Identify and use the opportunities (events, projects, partners, social networks, etc.) to increase the visibility of the organisation and of that of the member associations
c) Ensure adequate liaison with the Personal Assistant of the Secretary General, and with the other teams of the Secretariat in matters of his/her concern
III. Qualification and skills
a) Education: Master in European Affairs, Political Science, International Affairs, Law, Business Administration
b) 5-8 years of work experience in a member-based organisation and of dealing directly with its members; experience in or with a local/regional government or association of local/regional governments would be a strong asset
c) Bilingual English – French (oral and written); additional languages are a valuable asset
d) Solid organisational skills and proven record of organising events
e) Experience of working in an intercultural and multinational environment
f) Strong networking and interpersonal skills
g) Ability to work autonomously and proactively
h) Ability to work in – including managing – and with teams
i) Ability to work under pressure and with deadlines
j) Critical thinking and open to new ideas
k) Discretion and enthusiasm
IV. Main terms and conditions of employment
The full terms and conditions will be set out in a contract made on the basis of Belgian law with the successful candidate. The following summarises some of the main points:
The position is based in Square de Meeûs 1, 1000 Brussels.
This is a permanent contract.
The salary for this position will depend on the skills and experience of the candidate, and will includes the 13th month and holiday pay (“pécule vacances”).
d) Hours of work
The job is for 38 hours per week (5 days), with normal office hours being from 9:00 to 18:00 (from Mondays to Thursdays); 9:00-16:00 (on Fridays).
Frequent travel is expected (1x month on average). Flexibility in working hours will be required.
Employees are entitled to 25 days of paid holidays per year, in addition to public holidays, as well as a week off between Christmas and New Year’s Day.
V. How to apply for this position
Please send us by 8 January 2016 midnight, Brussels time:
- A cover letter of maximum two pages, explaining why you would like to join CEMR and why you are the ideal candidate for this position; and
- A curriculum vitae, including employment history (with salary), education, professional qualifications, language skills and the contact details of two references.
Please send us your application by email to firstname.lastname@example.org (with Maxime Ramon, email@example.com in copy) with the subject “Adviser”, and writing one of the documents mentioned above in English and the other in French.
Selected candidates will be asked to come in for an interview on 21 or 22 January 2016 in Brussels.
The successful candidate should ideally be available to start working on Monday 22 February 2016.