Events and Travel Specialist

Contract length: 5 years (renewable)
Location: Stockholm
Indicative number of candidates to be employed: 1

Is this job for you?

You will work in the Corporate Services Section in the Resource Management Services (RMS) unit.

Reporting to the Group Leader Missions and Meetings, you will be part of a team of approximately 5 staff, supporting the Centre’s work related to travel and events.

In this position, you will have a wide variety of tasks that will give you the opportunity to:

• Handle enquiries and requests from ECDC staff and from external stakeholders and provide advice on matters relating to travel and event organisation;
• Cooperate with the operational and support units in the development and monitoring of requirements and budgets for travel and events, in accordance with the Agency’s rules and procedures;
• Manage the implementation of contracts: order supplies and services related to travel and events, monitor and supervise service delivery in accordance with contracts;
• Initiate and manage, in collaboration with internal stakeholders, the procurement of goods and services as required. Prepare specifications and supporting documents for contracting products and services related to travel and events;
• Assist in the establishment of the annual procurement plan and regularly monitor the Centre’s procurement implementation in close collaboration with the concerned units identifying potential risks and issues;
• Support the regular forecasting and planning of travel and events activities and budgets. Support the implementation of the Agency’s annual budget by timely processing of financial transactions, in accordance with the Agency’s procedures;
• Support the development and regular review of policies, procedures, guidelines, work instructions and IT systems;
• Maintain up-to-date information on the Agency’s content management platform, the Agency’s intranet and support the appropriate internal communication to staff;
• Carry out general support activities and make logistical arrangements;
• Provide general administrative support, including electronic document archiving, filing, document registration, maintaining databases, etc;
• Compile reports, track and monitor timelines, collect, check and validate information, documentation and data;
• Perform any other tasks or duties within the scope of corporate services, as assigned by line management.

What are we looking for?

Formal requirements

For your application to be considered eligible you must fulfil all the following requirements by the application deadline:

• A post-secondary education attested by a diploma[1]; or a secondary education attested by a diploma giving access to post-secondary education and appropriate professional experience of 3 years;
• Thorough knowledge of one of the official EU languages and a satisfactory knowledge of another official EU language to the extent necessary for the performance of your duties[2];
• Nationality of one of the EU Member States or of Norway, Iceland or Liechtenstein and to be entitled to your full rights as a citizen;
• To have fulfilled any obligations imposed by the applicable laws on military service;
• Meet the character requirements for the duties involved[3]; and
• Be physically fit to perform the duties linked to the post. 

You will need to provide appropriate documents to show that you meet all of the above criteria.

Selection criteria

For your application to be evaluated further, you will also need:

• At least 3 years (following the award of the diploma) of professional experience acquired in positions relevant to the job description, preferably in a multicultural environment;
• Proven and recent professional experience in hospitality, organising business travels and/or event organisation;
• Proven and recent professional experience in managing budgets, invoices and payments, preferably within events/conferences;
• Experience in drafting or improving guidelines and procedures and preferably knowledge of project/change management;
• Excellent command of English, both written and spoken. 

Additionally, we will assess the following competencies:

• Excellent communication and interpersonal skills;
• Customer service orientation;
• Adaptability and flexibility, with an excellent ability to perform under pressure;
• Ability to work independently as well as cooperatively in a multi-disciplinary team;
• Organisational and problem-solving skills;
• Sense of accountability, accuracy and attention to detail. 

Depending on the number of applications received, the selection committee may apply stricter requirements within the aforementioned selection criteria.

Why ECDC ?

You will play an active role in making a tangible difference in public health. 

At ECDC you will join a team of more than 400 colleagues with diverse backgrounds and professions who work together for the common goal of helping countries to prevent and respond to outbreaks and public health threats. Every position at ECDC plays an important part, and we cooperate closely for our collective goals. 

ECDC is an equal opportunities employer and encourages applications from all suitably qualified candidates without any distinction on grounds of age, gender, sexual orientation, disability, ethnic or social origin, religion or belief. 

As an ECDC staff member, you will have the chance to on or support initiatives impacting the health and well-being of people in Europe. 

You will be joining ECDC at interesting times. In October 2022, the European Parliament endorsed an extended mandate that will allow ECDC to adopt a stronger role in supporting EU Member States in the prevention and control of infectious disease threats and improve European preparedness and response. This includes real-time surveillance systems, mobilising an EU Health Task Force to assist local responses in Member States and building a network of EU reference laboratories.

What can we offer you

We offer a competitive salary and a range of benefits, including flexible work arrangements such as teleworking and flexible working hours, health insurance and learning opportunities. 

Depending on your experience, the monthly basic salary usually starts at € 3374.39 € and is supplemented by various allowances, including as applicable expatriation and/or generous family allowances. Salary is exempt from national tax, instead an Agency tax is deducted. We also provide financial support when relocating to Stockholm. 

Our benefits package is designed to support a healthy work-life balance and we are committed to creating a supportive and inclusive work environment that values the well-being of our employees. 

Learn more about the benefits of joining ECDC.

How does our selection process work?

Our selection process takes, on average, three months from the application deadline. All selection processes include a remote written test and a video conference interview; some selection processes may include additional steps.

After a candidate has been selected for the position, additional shortlisted candidates can be placed on a reserve list. The reserve list may be used when ECDC needs to fill similar positions at the same level in the future. The reserve list is valid until 31 December 2025 and may be extended.

Read more about the Recruitment process.

See the ECDC-candidate-guide.pdf (europa.eu) for a detailed explanation of the selection and recruitment process. 

When starting a new contract under the EU staff regulations, all new staff must successfully complete a probationary period of nine months.

How do you apply?

To apply for this vacancy, please create/ log in to your ECDC e-recruitment user account.

See detailed instructions on how to apply.

Please submit your application well ahead of the deadline in case of technical issues and/or heavy traffic on the website. After submitting your application, you will receive an automatic email message confirming receipt of your application. Ensure that the email address you provide for your applicant account is correct and that you check your email regularly.

ECDC does not accept applications submitted after the deadline or applications submitted by email, mail or any other means.

Only candidates selected for interviews will be notified. You can see the progress of the selection process from within your e-recruitment account.

Translations of this vacancy notice in all EU languages can be obtained  by using the automatic translation function on this website.

Note: 

While this vacancy notice can be translated into all official EU languages from its English original, the language of day-to-day operations in the Agency is generally English. ECDC therefore prefers to receive the application in English.

Disclaimer: Please note that in the event of any differences in meaning or interpretation between the original English version of this content and a translation, the original English version takes precedence

We welcome your application!

[1] Only diplomas and certificates that have been awarded in EU member states or that are the subject of equivalence certificates issued by authorities in the said Member States shall be taken into consideration

[2] Candidates with a non-official EU language or English as their mother tongue must provide proof of their level of a second language with a certificate (B1 or more). In addition, in order to be eligible for a promotion through an annual promotion exercise the staff members have to have a working knowledge of a third EU language, as described in the applicable Staff Regulations and Implementing Rules. 

[3] Prior to the appointment, the successful candidate will be asked to provide a certificate from the police file to the effect of non-existing criminal record.