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17 Apr 2017

Full-Time Conference Officer

COST – European Cooperation in Science and Technology – Posted by admin Brussel, Brussels Hoofdstedelijk Gewest, Belgium


Job Description

Conference Officer



COST – European CO-operation in Science and Technology – is a unique means for European researchers to jointly develop their own ideas and new initiatives across all scientific disciplines through trans-European networking of nationally funded research activities.

Based on a European intergovernmental framework, COST has contributed since its creation in 1971 to closing the gap between science, policy makers and society throughout Europe and beyond. COST mission is to enable break-through scientific developments leading to new concepts and products and thereby contributing to strengthen Europe’s research and innovation capacities.

The COST Association is an international non-profit association based in Brussels with 36 European Member Countries; it integrates governance, management and support functions dedicated to COST activities aiming at enabling trans-European science and technology cooperation. The COST Association draws its funding from the EU Framework Programme for Research and Innovation, Horizon 2020, through specific Grant Agreements signed in the frame of a framework Partnership Agreement with the European Commission.

Position Responsibilities

The Conferences Officer primary responsibility is to provide optimal administrative, logistical and communication support to COST branded or co-branded events and conferences and to COST outreach activities (Science Days, Strategic Workshops, Exhibitions, etc.).

The Conference Officer reports directly to the Head of Communications.

The successful candidate should be available to start as soon as possible and no later than on 6th June 2017.

The position will involve:

  • Managing policy or science related conferences, workshops and events in close collaboration with internal and external stakeholders from A-Z;
  • Dealing with enquiries and requests for information regarding these conferences, liaising with the speakers;
  • Managing the production and relevant dissemination of conference material, posting and advertising for conferences on relevant Web pages and in scientific magazines;
  • Ensuring good COST branding and visibility at all events and conferences;
  • Manage invitations, registrations, and all data processing, maintenance of an accurate database and providing input to the COST database;
  • Liaising with potential conference partners and other stakeholders to obtain an exhibition stand, speaking opportunity or other promotion opportunity;
  • Undertaking the necessary financial and budgetary control in compliance with the EC-COST contract and with the COST Financial Rules, overseeing travel reimbursements of conference attendees;
  • Verification and controlling of invoices and claims for expenses from participants and providing necessary information to Administration and Finance allowing the regular presentation of financial reports;
  • Endorsing other responsibilities & undertaking other tasks as necessary for the good organisation of the office, under the responsibility of the Head of Communications;
  • Fulfilling other responsibilities and tasks as necessary for the good organisation of the office, as mandated by the COST Association Director.

Profile and Competencies

The successful candidate should demonstrate the following competencies:

Education & Experience

  • Master or Bachelor Degree preferably in Event management, Communications and/or Public Relations;
  • Conference and/or event/exhibition management experience, preferably in high profile environment;
  • Recognised 5 years’ experience in an international environment preferably science-or policy based;
  • High standard of spoken and written English, knowledge of other European languages appreciated.

Specific Competencies

  • Proven event management experience in international context;
  • Experience in handling complex multi-stakeholder projects;
  • Ability to manage several projects at once;
  • Ability to develop event concepts independently;
  • Sound working knowledge of MS Office systems (especially MS Word, Access, Excel, PowerPoint and databases);
  • Knowledge of web page maintenance and development (e-Z Publish and online tools e.g. Madmimi, Google documents);
  • Working knowledge and experience of financial and budgetary control.

Other Competencies

  • Service-oriented attitude with strong sense of purpose and drive to make a meaningful contribution to the COST mission;
  • Good organisational and stakeholder communication skills, within a multi-national context, including diplomacy, discretion and confidentiality;
  • Ability to manage priorities, accountability;
  • Dynamism, initiative and get-it-done attitude;
  • Service-orientation and commitment;
  • Open-mindedness, curiosity for new themes and topics;
  • Ability to balance multiple tasks and work well independently and collaboratively;
  • Adaptability to the changing environment;
  • Stress resistant.

The COST Association offers

  • A full-time replacement contract under the Belgian law;
  • Start date: as soon as possible and no later than on 6 th June 2017;
  • A European working environment located in Brussels;
  • Unless a national of the ‘EU and EEE’, candidates must be eligible to work in Belgium and must have a work permit.

How to Apply

Electronic applications (motivation letter with possible start date mentioned + CV in English and at least 2 recent reference letters in English) should be addressed to Barbara Bottiau and sent to, mentioning the reference code RCO2017 in the subject line. Please note that the COST HR Team will only contact the candidates who are invited to the interview. No individual feedback will automatically be given to unsuccessful candidates. The interviews will take place on 17th May 2017. For more information, please visit our website: Deadline for application: 01/05/2017 included. Data protection - All personal data provided by applicants will be dealt with in compliance with Regulation (EC) N° 45/2001 of the European Parliament and of the Council of 18 December 2000 on the protection of individuals with regards to the processing of personal data by the Community Institutions and bodies and on the free movement of such data and also in compliance with the law of 8 December 1992 relative to the protection of the private life with regards to the personal data processings which transposes into Belgian law the provisions of the European directive.

Job Categories: Administration. Job Types: Full-Time.

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