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The Pew Charitable Trusts
Job Description
Administrative Assistant, Fisheries Campaigns, Pew Environment Group

APPLICATION PROCESS

Deadline for Application: 9th August 2010

Apply in English, per email to: Este endereço de e-mail está protegido contra spam bots, pelo que o JavaScript terá de estar activado para que possa visualizar o endereço de e-mail

Contents of application (all documents in English please):

• CV in Europass format (note that other formats will not be considered);
• Cover letter, maximum one side A4, outlining why you would like to work for the Pew Environment Group; and
• Statement, maximum three sides A4, outlining how you meet the requirements for the position (see below). Please provide examples that illustrate your skills (rather than just saying “I have this skill”).

Interviews:   August 2010. Note that we will only contact those candidates that have been short-listed for interview.

Title:  Administrative Assistant, Reforming Common Fisheries and Port State Controls Campaigns
Location:  Brussels
Reporting to:  Policy and Research Director, European Marine Programme
Duration:  as soon as possible until June 30th, 2011, with the option to extend subject to approval of new project

The Pew Environment Group

The mission of Pew’s Environment program is to promote policies and practices that protect the global atmosphere, preserve healthy forests and marine ecosystems.

For the past two decades, the Environment group of The Pew Charitable Trusts has been a major force in driving conservation policy in the United States, and increasingly internationally. The group’s work is focused on reducing the scope and severity of three major global environmental problems:

• Dramatic changes to the Earth’s climate brought about by the increasing concentration of greenhouse gases in the planet’s atmosphere;
• The erosion of large wilderness ecosystems that contain a great part of the world’s remaining biodiversity; and,
• The destruction of the world’s marine environment, with a particular emphasis on global fisheries.

The Pew Environment Group’s Marine Programme

For over a decade, the Pew Charitable Trusts has played a major leadership role in successfully promoting policies, both in the United States and abroad, that protect the ocean environment and the life it contains.  We have been instrumental in bringing about many of the major improvements in fisheries management and marine conservation that have occurred in the United States since the mid 1990’s.  These accomplishments include passage of the strongest conservation measures ever enacted by the US Congress to protect the nation’s marine fisheries; issuance of court ordered restrictions on destructive fishing practices in millions of square miles of federal waters; creation of the world’s largest marine reserve in the Northwestern Hawaiian Islands; passage of the strongest restrictions ever enacted into law to protect sharks in U.S. waters; and internationally, adoption of severe restrictions on the use of highly destructive bottom trawls in approximately one-quarter of the world’s high seas.  In addition, we have sponsored a large number of groundbreaking research studies published in recent years that have fundamentally changed the way in which the scientific community, the public, policymakers and the media think about the world’s marine environment.

Pew’s Marine Programme in Europe

The European Union (EU) has one of the largest fishing fleets in the world.  It is also the world’s largest importer of fisheries products. Unfortunately, fisheries management policies in Europe are often poorly developed or not properly implemented.  As such, the EU contributes to widespread overfishing both within its own territorial waters and elsewhere in the world where EU vessels are active.

Since 2004, Pew has worked in partnership with several other investors to establish three major coalition campaigns operating in Europe -- the global Deep Sea Conservation Coalition, the Shark Alliance, and OCEAN2012.  Pew’s marine program includes other projects and campaigns with European components, including its Ocean Legacy Program, Antarctic Krill Conservation Project, and Whale Conservation Project. 

In early 2008, Pew opened a European regional marine program office in Brussels.  This office directs a number of European-based marine projects, in particular the Shark Alliance, which is focused on achieving science-based conservation measures of sharks, and OCEAN2012, which is focused on the review of the Common Fisheries Policy and aims to transform European fisheries policy. Staff in the office also coordinates European activities of other Pew marine projects. In addition, staff of two the International Ocean Governance Program are based in the Brussels office, which currently concentrates on two efforts (1) Port State Controls on International Illegal Fishing (IUU) which runs through December 2010; and, (2) Protecting the Deep Sea, which is authorized until March 2012.

Position Overview

The administrative assistant, a member of the Pew Environment Group staff, will be based in Brussels and will provide support to three Pew campaigns, “Protecting the Deep Sea” advocated through the Deep Sea Coalition, “Port State Controls on International Illegal Fishing” and “Reforming the Common Fisheries Policy” advocated through OCEAN2012. Responsibilities include drafting documents and correspondence, planning and scheduling meetings, managing expense reimbursements, coordinating travel and assisting in contract processing. The administrative assistant will also be expected to develop a general understanding of the range of activities related to organizational and department planning and reporting. The administrative assistant reports to the Policy and Research Director of the EU Marine program, and will mainly provide support to two senior campaign staff located in Brussels.

Responsibilities

• Handle all administrative functions for the relevant campaigns including: editing and proofreading documents; drafting correspondence; managing paper flow and deadlines; scheduling and preparing for meetings and conference calls; copying; faxing; filing; and word processing, tracking work plans and monitoring progress, preparing internal and external project updates.
• Process invoices relating to the relevant campaigns;
• Assist with the drafting and management (including invoice processing) of consultant workplans and associated documents for the relevant campaigns. Work with campaign staff to coordinate and manage the tracking of paperwork for consultant contracts and facilitate communications with consultants.
• Work closely with the program and administrative staff of the Trusts to ensure the smooth and seamless administrative operations between Philadelphia, Washington, D.C. and remote offices.
• Handle travel arrangements and prepare itineraries (including background information).
• Contribute to and participate in the relevant campaigns.  Take on campaign tasks and special projects as assigned by campaign staff.
• Update, maintain and contribute to contact database.
• Prepare monthly credit card coding into the system
• Take accurate meeting notes
• Perform other administrative functions as required by the campaign staff, including photocopying, mailing, faxing, electronic and/or hard copy file maintenance, distribution of materials, internal archiving, and coordinating with staff from other offices and departments.

Requirements

• Outstanding organizational and time management skills; ability to handle several projects at different stages simultaneously and a strong capacity to track details are required.
• Excellent English verbal and written communication skills (including proofreading) and the ability to express oneself concisely and clearly using correct grammar.
• Fluency in French or Dutch, with other EU languages desirable.
• Attention to detail without losing sight of the bigger picture, conscientious approach to work and ability to anticipate needs and be proactive. Monitors and double-checks work and information for accuracy and quality. 
• Flexibility to work as part of a team or independently to meet goals. Self-directed to take action and resolve issues.  
• Ability to raise relevant questions and conduct research independently to find solutions.
• Demonstrated experience coordinating logistics for meetings and managing complex travel arrangements. 
• Sound judgment and discretion in handling confidential information, as well as the ability to conduct oneself in a highly professional manner. Makes decisions or choices wisely, after adequately contemplating various courses of action and their potential repercussions.  
• Responsiveness to requests and commitment to providing high quality service. Maintains a customer service demeanor at all times. 
• Ability to understand organizational structure and work through administrative systems and processes. Asks appropriate questions to facilitate work being completed. 
• Knowledge of and demonstrated proficiency in the use of the Microsoft Office suite of products and electronic calendar systems is required. Ability to quickly learn software. 
• High School diploma required; university degree preferred.
• A minimum of one year administrative experience required.
• Availability outside normal business hours will be required occasionally.
 

Travel

• Travel within Europe, the US and elsewhere will be required.