Administration Assistant (part time)

WeMove Europe is a citizens’ movement, campaigning for a better Europe; for a European Union committed to social and economic justice, environmental sustainability and citizen-led democracy. We are people from all walks of life, who call Europe our home – whether we were born in Europe or elsewhere. (From our mission statement).

About us

WeMove Europe is a recently launched, European online campaigning organisation in the spirit of the amazing work done by our friends at Campact.de in Germany and 38Degrees.org.uk in the UK. Our goal is to respond to the crisis of European democracy with creative online campaigning.

More information about our project can be found on: http://wemove.eu/wemove.pdf.

Having launched in September 2015 with great success (820 000 members so far), we are now focused on continuing our fast growth – and we are looking for an Administration Assistant to support our finance team.

About the role

You would be joining a team of dedicated activists located all over Europe, e.g. in Belgium, France, Germany, Italy, Poland, Romania, Slovenia, Spain and UK. The Administration Assistant position is based in Ljubljana.

Your job is to assist our Finance and Operations Manager and the wider staff by providing support with handling reimbursement procedures, organising the logistics for staff meetings and retreats all over Europe and with other administrative tasks on location.

Your tasks will include:

  • Processing reimbursement of costs for permanent staff, live interview candidates, board members and any other reimbursement of costs occurred and approved

  • Communication with campaigners and other staff for the purposes of arranging reimbursement of costs

  •  Logistical arrangements for Team Weeks including bookings of flights and accommodation

  • Managing the logistics document for Team weeks and communication with permanent staff regarding booking needs and preferences

  • Administrative support for the Ljubljana office, including supporting the archiving of documentation for accounting and the administration of cash operations

  • Other ad hoc administrative tasks and support needed by the finance team

About you

You are well organised and reliable, you can keep track of several threads on emails with detailed information and can easily organise your thoughts. You are patient and do not get stressed with people if they repeatedly ask you the same simple questions, and you do not judge them for not being better organised. You would enjoy focussed daily work and would contribute to a well-structured office. You share our values and want to support our political goals and campaigns.

Your skills:

  • Fluent in spoken and written English (B2-C1 level)

  • Understanding of basic written German (A1-A2 level)

  • Operational use of Excel, Word, Google Drive and Google Docs

  • Experience with logistical and administrative work

  • Attention to detail and extreme diligence with documentation

  • Resourcefulness and being solution oriented in situations of crisis, when quick changes arise and with correcting possible mistakes

  • Good communication skills, both spoken on the phone as in written

  • Facilitating and supporting the work of other people

Additionally, the following skills / experiences would be a plus:

  • Experience with organising international travel, especially within Europe

  • Experience with reimbursement procedures of different organisations

  • Other European languages

In order to enhance the diversity of our team we encourage applicants of all origins and diverse backgrounds. We do not share the implicit belief that people in online campaigning start-ups necessarily have to be very young and encourage also people who left their twenties and thirties behind to apply, including those caring for small children.

Terms and conditions

The position is part time on a permanent contract with six months’ probation, starting in September/October 2017. You will be required to work 4h/day, 5 days a week in total 20h/week. The detailed weekly schedule will be agreed with the Finance and Operations Manager, who is also your line manager.

The location for the job will be Ljubljana. We are looking for an office and should be ready to welcome you in a brand-new working space by the time you would start. Occasional working from home or in a co-working space is also possible.

Salary will be 8,25 EUR gross, including holiday money (“regres”). You will receive a standard labour contract according to Slovenian labour law. You will get 30 days of vacation + 10 bank holidays, which you can use on standard national holidays that are work free days in Slovenia.

WeMove Europe will provide you with any needed work equipment like computer and phone and will cover for work-related phone cost.

How to apply

If you are interested in this position, please send an application in English no later than midnight on 27 August 2017 to simona@wemove.eu (max. 10 MB). Please include:

  • Short motivation letter in English. Please provide references.

  • CV. Including your language skills in your first language, English and other languages according to a scale from A1 to C2.

Potential candidates are invited for an online task and those successful on the task will be invited for a live interview, taking place in Ljubljana most probably on 12 September 2017.

Any questions can be directed to simona@wemove.eu.