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.

Background Information:

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.

Main responsibilities:

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

Professional Profile:

Skills & Competences

Attention to detail and rigor

Synthetic minded

Figure literate

Good oral and written communication skills

Team worker

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 

Responsibilities:

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: recruitment@concawe.eu mentioning “SIEF administrative trainee” in the subject of your e-mail.