Administrative officer, based in Copenhagen (Denmark) At Euro-Mediterranean Foundation of Support to Human Rights Defenders

Position description:

The Euro-Mediterranean Foundation of Support to Human Rights Defenders (EMHRF) is seeking to recruit a motivated and well-organised individual for a new position of Administrative Officer, responsible for providing a range of administrative services and support to EMHRF. The ideal candidate will have excellent organisational skills, attention to detail and the ability to handle confidential information with discretion and integrity, particularly with regard to GDPR compliance.

Background:

EMHRF is a regional foundation based in Denmark, established on 9 December 2004 (https://emhrf.org/). The Foundation aims at providing flexible financial assistance to regional, national and local human rights NGOs and institutes as well as individuals who promote, support, protect and monitor the observance of human rights in the South-Mediterranean region. EMHRF has around fifteen employees and consultants based in several countries. The Board, the highest authority of EMHRF, is composed of twelve volunteer members who are leading civil society representatives from the Euro-Mediterranean region.

Responsibilities:

Reporting directly to the Finance Director, the Administrative Officer will provide administrative support on:

GDPR Compliance

• Ensures compliance with GDPR regulations and develops plans for archive management ensuring the protection and confidentiality of personal data handled by EMHRF.
• Maintains organised administrative archives, ensuring proper handling and storage of sensitive information in accordance with GDPR requirements.

Organisation of Missions and Meetings

• Oversees and prepares the logistics of all meetings and travels for the Board, staff and participants in EMHRF meetings (budget, invitations and visas, flights, hotel, catering and/or per diem, practical information, documents, etc.) in accordance with the financial manual.

Other Administrative Tasks

• Assists in the preparation of the relevant documentation related to procurement processes (requests for quotation, contract drafting and revision, bid analysis, requests for authorisation, etc.).
• Oversees office management, inventory and ensures administrative support to the sub-offices (insurance, filing, equipment, supplies, cleaning, IT services).
• Supports the offices in handling administrative and legal matters, as needed.
• Assists in the preparation of payments’ documentation.
• Assists with other related administrative duties as requested.

Qualifications and requirements:

• Bachelor’s degree in business administration or similar.
• Minimum of 3 years of relevant experience in administrative roles or similar positions.
• Knowledge of GDPR regulations and proven experience in archive management is mandatory, with a strong commitment to ensuring compliance and safeguarding personal data.
• Fluency in English and French mandatory (Danish an additional advantage).
• Excellent communication and interpersonal skills, with personal qualities of integrity, credibility, and dedication to a non-profit mission.
• Strong organisational and time-management skills, with the ability to prioritise tasks effectively.
• Proficiency in Microsoft Office suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.

Conditions:

Start of assignment : As soon as possible

Duty station: Denmark (Copenhagen)

Type of contract: Open-ended contract

Working hours: full-time (37h/week)

Salary: Salary according to experience and EMHRF Copenhagen salary scale

Benefits: As set out in the EMHRF’s staff regulations