Stakeholder Manager for Events, Protocol and Visits

Ever dreamt of cooperating with a European Institution?

eu-LISA is the Agency of the European Union (EU) established to provide a long-term solution for the operational management of large-scale IT systems, which are essential instruments in the implementation of the asylum, border management, and migration policies of the EU. The Agency’s core mission is to be dedicated to continuously add value to Member States, supporting through technology their efforts for a safer Europe. To support eu-LISA’s core administrative functions, non-ICT consultancy services are necessary to ensure the provision of deliverables in support of activities carried out by the Agency to ensure governance, planification, business continuity, and internal control towards the execution of its mandate.

Currently, there is a need for administrative support services for the Executive Support and Stakeholder Relations Unit which is responsible for a wide number of tasks, including management of the Agency’s Management Board, Programme Management Boards, Advisory Groups, and other governance bodies, internal and external communication, stakeholder and event management, policy monitoring, protocol and visits as well as support to the Executive Director’s office and the Cabinet. A thorough understanding of the European legislation including the legal basis and regulations applicable to the Agency is essential in the line of the Unit’s work. Performing everyday tasks to achieve relevant deliverables is supported by proficient level usage of IT tools such as MS SharePoint, MS Teams, MS Office, and ARES.

About the role

What will you do?

• Ensuring stakeholder management, including with EU Institutions, Agencies, Member States authorities, the academia, international organizations, NGOs, and other organizations;

• Preparing and supporting the visits of groups and high-level individuals to the Agency, cooperating closely with the Executive Director Office and the Cabinet;

• Following developments in the Justice and Home Affairs policy domain in the EU;

• Working closely with eu-LISA Management Board Secretariat and the Policy team of the Stakeholder Management and Support Sector to provide advice and administrative support vis-à-vis legislative and policy files of relevance to eu-LISA;

• Supporting the coordination from eu-LISA’s side of its involvement in EU Agencies Networks;

• Supporting eu-LISA’s communication team with input to internal and external communication;

• Drafting and presenting documents such as policy papers, reports, notes, letters, presentations, and minutes of meetings;

• Participating in the drafting process of preparation of statutory reports on the functioning of the IT systems managed by eu-LISA;

• Editing and reviewing internal and external reports;

  Coordinating and managing the document flows including launching workflows and e-signatories in ARES;

• Coordinating the flow of work in liaison with team members, Units, and Departments involved, as well as with external parties;

• Organizing and coordinating appointments and meetings for the Sector/Unit;

• Organising and participating in events, seminars, and workshops including the flagship event of the Agency, the eu-LISA Annual Conference;

• Participating in planning, execution, monitoring, and reporting processes of the Sector;

• Managing MS SharePoint-based databases and archives;

• Archiving documents in an organized fashion following the rules and procedures in place.

Key qualifications

• Minimum 4 years of relevant education (a Master’s Degree or equivalent) after the secondary school;

• Minimum 4 years professional experience in the policy field;

• Minimum 1 year of relevant professional experience in the specific policy area;

• Knowledge of

  Justice and Home Affairs policies and processes,

  Data Protection Regulation,

  Regulations applicable to the large-scale IT systems managed by eu-LISA;

• Knowledge and professional experience in drafting policies, standards, procedures, guidelines or business cases;

• Knowledge and proven professional experience in drafting reports;

• Experience in liaising and maintaining effective cooperation with internal and external stakeholders;

• Excellent usage of MS Office, in particular MS Excel;

• Ability to work under pressure and respond to changes in a rapidly evolving work environment;

• Exercise professional discretion in a highly confidential work environment;

• Cooperate smoothly in a multicultural environment;

• Proven strong level of personal integrity;

• Supportive and helpful personality, with a cooperative and service-oriented attitude;

• Good communication and interpersonal skills;

• Proficiency in written and spoken English (level C1 or higher);

• Good level of Estonian language (level B2 or higher).

• You are an EU citizen with a clean criminal record. Non-EU citizens cannot be considered.