Coralie Respen

Administrative Support

• Provide executive support to the Director and Deputy Director.
• Manage the Director's calendar effectively and efficiently.
• Organize statutory committees, working groups, and recurring meetings to facilitate inclusive governance within the office. Responsible for drafting meeting minutes and ensuring adherence to deadlines.
• Secure and follow up Director's e‐signature on letters and contracts using DocuSign
• Arrange travel for staff missions and raise travel authorizations into the travel app FIORI , process requests for visas and DSA. Prepare briefing material for official trips/meetings. Organize and coordinate filing of documents while ensuring safekeeping of confidential materials.

Communication Support

• Effectively communicate sensitive information to senior-level managers.
• Provide routine information pertaining to the work of the office
• Monitor the functional mailbox of the office and draft responses to written inquiries
• Track deadlines and ensure timely submissions by staff of BN, reports, correspondence and other documents

Operations Support

• Provide administrative support to the Admin Associate on budget revision/preparation, administrative management of the TAs, ensuring compliance with UNICEF rules and regulations
• Maintain up-to-date vendor lists and external partners
• Support on office management related matters as a member of the Admin and Operations Team
• Facilitate and coordinate visits of high-ranking UNICEF officials making logistical arrangements, through engaging with facilitators, caterers and hosts. Request and set up meetings with EU counterparts.

Assistant to the Head of Unit

• Provided organizational and administrative support to the Head of Unit
• Coordinated briefings, Inter Service Consultations, EP questions, petitions, Cabinet correspondence
• Organized and managed meetings and travel arrangements efficiently
• Managed and oversaw administration for EC internal application systems including MIPS, ARES, DECIDE, SYSPER, and HOPE.
• Monitored and ensured adherence to deadlines and daily workflow

HR support

• Managed personnel administration including time management and leaves.
• Provided administrative assistance by reviewing and updating job descriptions, appraisal reports, and training plans
• Coordinated all administrative procedures pertaining to the recruitment and onboarding of new officials
• Facilitated internal HR communication within the unit.

Financial and administrative support

• Managed Experts costs claims and reimbursement requests by handling the registration and follow-up of invoices.
• Managed file system to ensure efficient organization of financial documents and correspondence
• Assisted with budget preparation, planning, forecasting, and follow-up activities
• Ensured accurate registration and filtering of all incoming mails pertaining to financial matters

Administrative monitoring of contracts

• Provided support to Desk Officers through project completion
• Ensured seamless execution of EU funded projects
• Collected and verified necessary financial and legal documents from beneficiaries.
• Tracked project deliverables through the utilization of effective tools such as HOPE and ARES, adhering to established procedures.
• Ensured continuous monitoring and reporting of project advancements to stakeholders

Events and Communication

• Provided technical and logistical assistance for the 2015 Civil Protection Forum, facilitating bilateral meetings between ECHO partners and the Cabinet.
• Unit Intranet Focal Point

• Managed administration services of Brussels branch in accordance with ISO standards
• Ensured employees' adherence to internal policies and procedures, resulting in enhanced organizational effectiveness and legal compliance.
• Coordinated management of the HR function, overseeing payroll, insurance administration, and related issues in accordance with Belgian labor law.
• Managed the planning and execution of multiple significant events for EBA Group

• Provided administrative support to the Managing Director including preparing reports and presentations.
• Managed expense reports of the Managing Director on a monthly basis.
• Coordinated domestic and international travel arrangements for the Managing Director.
• Maintained executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
• Performed other duties as assigned by the Managing Director.
• Screened incoming calls, emails and other correspondence from internal and external sources.
• Developed processes to ensure accurate record keeping practices are followed.

• Maintained executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
• Prepared agendas for meetings and took minutes during meetings when required.
• Responded promptly to requests for information or assistance from internal or external parties.
• Organized logistics of events, including venues, catering, entertainment and transportation.
• Developed creative concepts and strategies for events to ensure maximum engagement.
• Provided on-site support before, during and after events to guarantee smooth operations.