Administration Assistant

Please send us your application by no later than 05 January 2025 at 23:59 (Brussels time) and please ensure you download and read fully our vacancy notice following this link: Vacancies · Chips Ju

The Administrative Assistant provides personal, administrative, and organisational support to the JU 
Office teams/units in the daily business tasks. He/she reports directly to the Head of Unit. The 
jobholder will work in the Administration and Finance providing administrative support to the Head of 
Unit and the team. In particular, the Administrative Assistant will be in charge of any task related to 
the facility management of the White Atrium building. 

The jobholder will be required to perform the following tasks: Administrative support: 
• Provide support on the administrative tasks of the facility management team, coordinating 
the day-to-day business of any administrative task related to the White Atrium building;
• Prepare missions order and reimbursements of mission costs in MIPS for the Head of unit and 
the team in line with the budget and travel policies in place; 
• Monitor functional mailboxes (route incoming correspondence, prepare draft replies and 
ensure timely follow-up); 
• Support Chips JU staff in tasks linked to administration; 
• Manage and update relevant databases, and organise and maintain archives; 
• Document management: coordinate and supervise document registration, filing and archiving 
tasks. 
• Responsible of the office supplies and materials; 
• Cover for other administrative support staff in their absence and provide support to other 
members of a team/Unit, where relevant and if required