Job Summary: The Specialist will be responsible for conducting administrative procedures for institutional events, coordinating, planning, and managing procurements, suppliers, and budgets. Key Highlights: 1. Planning and organization of institutional events 2. Contract and supplier management 3. Communication and integration with internal departments The Specialist will be responsible for conducting the administrative procedures required to execute institutional events, including drafting descriptive memoranda, conducting market research, preparing supplementary technical documents necessary for procurement processes, preparing financial and activity outcome reports, and engaging in interdepartmental coordination to identify requirements—collecting information to support management decision-making. **Responsibilities and Duties** **Event Planning and Calendar Management** * Coordinate the scheduling and timelines of the events department to ensure the calendar is strategic, balancing major events with smaller initiatives that strengthen organizational culture. * Develop execution scripts and timelines for each event. * Forecast institutional procurement needs through dialogue with requesting departments, analysis of historical data, demand projections, and monitoring of the supplier market, to support decision-making and event department procurement planning. * Prepare documents required for procurement processes, ensuring compliance with internal regulations. **Communication and Integration with Internal Departments** * Conduct meetings, as needed, with various departments of the Council to understand event-related requirements, objectives, and needs. * Translate these needs into feasible event projects, developing timelines while respecting deadlines, budgets, and institutional protocols. **Contract and Supplier Management** * Monitor contract execution, control the budget for each event, and prepare financial and outcome reports. * Negotiate favorable commercial terms and propose solutions to maximize available resources. **Requirements and Qualifications** **Formal Requirements** * Completed undergraduate degree; * Availability to work non-standard hours during event preparation and execution. **Desirable Requirements** * Knowledge of the S System’s operations. * Experience in planning, and in managing and monitoring deadlines. * Knowledge of contract management and supplier oversight. * Knowledge of negotiation. **Technical Competencies** * Planning and execution of projects/events. * Development and management of schedules. * Contract and supplier management and oversight. * Proficiency in Microsoft Office Suite (Excel, PowerPoint, Word). * Use of digital videoconferencing platforms and cloud-based tools. **Behavioral Competencies** * Clear, assertive, and collaborative communication. * Organization, planning, and attention to detail. * Leadership ability and capacity to manage multidisciplinary teams. * Creativity in proposing solutions and innovation. * Proactivity in anticipating needs and resolving unforeseen issues. * Flexibility and adaptability under pressure. * Interpersonal skills and negotiation ability. * Results orientation and continuous improvement. **Additional Information** **Benefits:** * Health insurance * Dental insurance * Private pension plan * Training and development program * Meal allowance/food voucher * Childcare assistance Welcome to the National SESI Council Careers page! The National SESI Council is an agency tasked with defining guidelines and overseeing the projects and activities of all state-level SESI entities across the country, contributing to institutional strategic decisions and value generation for SESI, industry, workers, and society. By joining us, you will have the opportunity to contribute to SESI’s development and to that of workers and their families. Furthermore, we offer a safe, inclusive, and collaborative work environment where respect and diversity are valued. We seek individuals who share our values and passion for making a difference in people’s lives. Join us and become part of a team committed to building a better future for all!