Job description
China IPR SME Helpdesk is a project funded by the European Commission’s Directorate-General for Enterprise and Industry under the Competitiveness and Innovation Framework Programme. The China IPR SME Helpdesk raises awareness about IPR matters in China affecting European SMEs, and helping them make informed IPR decisions. The Helpdesk provides free information and services in the form of jargon-free first-line advice on intellectual property and related issues. Services available to European SMEs include a Helpline, online portal, industry or IP specific guides and training workshops and other events. More information is available at www.china-iprhelpdesk.eu.
Main responsibilities
Assistance with Finance, budgeting and invoicing
The success of the project partly depends on a strict control of the Helpdesk spending, close monitoring and timely reporting of all the budget movements. Under the supervision of the Project Manager, the Project Officer will ensure the finance liaison between the Project and the Chamber, as well as the compliance with the European Commission regulations and requirements. This role encompasses a number of key tasks that include but are not limited to:
- Overview, update and report the Helpdesk’s budget according to the teams’ expending.
- Ensure relevant documents are up-to-date for future audits including ‘budget vs. spent’ file, timesheets, etc.
- Monthly review the spending with the Project Manager and submit all relevant documents to the Chamber’s Finance Department.
Support with administrative tasks, reporting and online presence
Under the supervision of the Project Manager, the Project Officer provides with structural support to the drafting of reports and administrative tasks. It also provides with desktop search regarding Chinese events and Chinese stakeholders. This role encompasses a number of key tasks that support the project team including but not limited to:
- Coordinate the Helpdesk marketing and communications efforts by preparing newsletters, updating social media profiles, preparing Wechat posts, etc.
- Event supports by taking minutes, representing the Helpdesk, explaining the Help desks’ services at networking events, etc.
- Offer translation support to the team from Chinese to English for relevant materials, guides, PPTs, legal news, etc.
- Contribute to administrative and reporting tasks, for example by preparing statistics, reports, quality control, coordinating the teams’ travels, etc.
- Update the Helpdesk contacts database with relevant stakeholders.
- Prepare and send surveys and other forms of feedback for the impact assessment of the enquiries helpline.
Skills & experience
Professional experience of at least one year;
Work experience in an international environment;
Computer proficiency of current IT office tools (Windows, MS Office, spread‐sheets and databases);
Experience with project support;
Excellent written and oral communication skills in English and Chinese;
Excellent organisational skills with the ability to prioritise;
Willingness and ability to operate in multi‐tasking mode;
Ability to deliver accurate work under pressure and tight deadlines;
Experience of event management and the provision of logistical support;
Motivated, dynamic personality with strong aptitude for team work.