Monday, 26 September 2016
SIEF Administrative trainee
Purpose of the Role:
The person will develop his/her administrative skills as a member of the SIEF team which provides support and information to Concawe’s Members and non-Members. His/her activities will include a wide range of administrative tasks under the supervision of a member of the team.
Concawe is the scientific division of the European Petroleum Refiners Association based in Brussels. Concawe represents all refiners (100% of the refining capacity) in the EU and in the EEA.
Since several years, Concawe has developed a program to actively support its members in their registration obligations under the EU REACH regulation (Registration, Evaluation and Authorisation of Chemicals). In this context, Concawe leads the organisation of fora called “SIEF” (Substance Information Exchange Fora) in which companies (Concawe as well as non-Concawe members) exchange information on Chemical Substances that manufacturers and importers of petroleum substances have to register under REACH.
Work in a co-ordinated manner with the team members to deal with the main activities: licensing, contractual follow-up, data check.
Duties include, amongst others :
Handling orders received for new licences
Preparation of contracts
Management of access profiles and rights
Invoicing and payment follow-up
Populating IT application with licensees data
Responding to queries / dealing with e-mails from users
Skills & Competences
Attention to detail and rigor
Good oral and written communication skills
Flexible, diplomatic, with good cultural sensitivity
Independent and autonomous
Able to respect deadlines and tight timing
Willing to learn and develop
Education & Experience
Excellent spoken and written English is a prerequisite and any other language is an asset
Excellent computer skills (Word, PowerPoint, Excel…)
Basic knowledge in accounting, statistics, data handling and/or regulatory process is an asset
Maintain Concawe SIEF Communication Tool
Manage user access to the Tool (SIEF participants)
Post and/or distribute information on the SIEF communication tool, check information posted or distributed by SIEF participants and inform SIEF manager.
Follow-up on e-mail received from users and reply to inquiries
Maintain a database for SIEF participants
Monitor data and update the database with information on the status of SIEF participants, their orders, invoices, contact details, payment information, contracts and history of client relationship
Maintain SIEF participants information on the status of their licences and of their registrations
Administrate the formal relationship with SIEF participants
Distribute follow-up information either by e-mail or through the SIEF Communication Tool
Prepare and monitor the formal acceptance of license agreements by SIEF participants
Prepare invoices to SIEF participants (licence fee, share of SIEF management cost) and follow-up on payments with Concawe accountant
Handle questions from SIEF participants (received in specific mailboxes)
E-mails, correspondence, reports and presentations
Deal with incoming e-mail, the SIEF mailboxes
Prepare regular reports for the SIEF manager and help for preparing presentations to the SMCG and the Scientific Committee on
-status reports on SIEF matters (e.g. responses to communications)
-SIEF management cost,
-progress in licensing
The traineeship is remunerated
For application, please send your CV and motivation letter to: firstname.lastname@example.org mentioning “SIEF administrative trainee” in the subject of your e-mail.