CONCORD is looking for an Administrative Assistant
6 months- February 2020
CONCORD is the European confederation of Relief and Development NGOs. We are made up of 57 member organisations that represent more than 2,600 NGOs, supported by millions of citizens across Europe. We are the main interlocutor with the EU institutions on development policy. We are a not for profit organisation, registered under Belgian law as an a.i.s.b.l - Association Internationale Sans But Lucratif - (An international not for profit association).
We are the main interlocutor with the EU institutions on development policy. We aim to strengthen the impact of European development NGOs vis-à-vis the European Institutions and to positively influence the European Development policies for a fair, just and sustainable world.
CONCORD envisions a world where people enjoy their right to live free of poverty and exploitation as well as their right to enjoy wellbeing and equality. This must be achieved by a citizen-led transformative agenda based on social justice and gender equality and respecting diversity and the limits of our planetary capacity.
As Administrative Assistant, you will be part of the Resources Team made of 4 persons: 1 Head of resources, 1 Finance Coordinator, 1 Events & Procurement Officer and 1 Finance & HR Officer
If youre looking for meaningful work in a confederation committed to bettering lives around the world with a team of dedicated professionals and wonderful people we would love to hear from you!
EVENTS AND MEETINGS
Helps with the logistics of our many meetings and events including our trimestrial Board meetings, Hub meetings and annual General Assembly.
Acts as the go-to person for team members, providing support as required.
Supports the events officer to plan, organize and set-up the event
Helps to book venues and liaises with different suppliers (i.e. caterers policy, interpretation booths, )
Responsible for the attendance lists process
Look for and compare different suppliers (catering, venues, interpreters, ...)
Ensures that the hotel, the Venue and the catering lists are kept up-to-date
Helps sets up the meeting rooms when necessary (e.g.: beamers, laptop) and general catering (e.g.: coffee, sandwiches).
Supports the events and procurement officer in the smooth running of the office (procurement of supplies and general office management);
Supports the Administration team to liaise with the travel agency, to schedule and book trips;
Places orders with our suppliers (Office & Kitchen Supplies, )
Helps to compile, file and update supporting documents;
Helps with other ad-hoc secretarial tasks as required;
Contributes to the Green office and well-being policy;
Ensures that office procedures are followed by all staff and is there to support when need be (Kitchen Duty, Floating desks, Tidy-up, ...) ;
Serves as the primary receptionist (answering and directing incoming calls and greeting, directing, and assisting visitors, dispatching of mails, faxes and emails);
- Maintains internal and external contacts, mailing lists and calendars; Can support with Updates on external contacts
Archives CONCORDs documents and publications
Order stock and distributes office supplies;
This role description is not prescriptive and the post-holder may be required to undertake other responsibilities reasonably required by the Resources Team in order to support and fulfil the purpose of the role.
ROLE RELATED EXPERIENCE, SKILLS AND KNOWLEDGE
- Relevant education, training or professional qualifications;
- Some experience in administration preferably in an NGO environment;
- Some experience in events organisation;
- Experience working in an international environment;
- Managing external suppliers;
APTITUDE, SKILLS AND KNOWLEDGE
- Fluent in French and English (The two working languages of the office)
- Highly organised, with multitasking and time-management skills;
- Pragmatic and proactive with proven problem solving abilities;
- Outstanding communication and interpersonal skills
Conditions of employment including benefits
If you are eligible for a CIP (Contrat d'Immersion Professionnelle):
You will work in our offices for 6 Months in Brussels, Belgium
The contract will be an immersion professionnelle contract for a duration of 6 months (possibility to renew once under certain conditions)
Salary will be approximately 800 euros per month
You will be entitled to a minimum of 20 days vacation pro rata
CONCORD also provides hospitalisation insurance, meal vouchers of €7 per working day and a monthly commuting allowance on local public transport or by bicycle.
If you are a student:
The trainee must be enrolled in a university/higher education institute and the university itself should cover the insurance costs during the entire length of the internship. Alternatively, the trainee can be enrolled in other exchange programme for young professionals.
Local transport cost.
Daily allowance for food.
A good learning environment.
On top, our team motto is Teamwork makes the dream work :)
Interested? Great! Here's what you should know:
This is a full time position based in CONCORD office in Brussels, for a specific period starting as soon as possible (Starting February to July 2020)
All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sexual orientation, gender, gender identity, age, disabilities, or length of time spent unemployed.
Only shortlisted candidates will be contacted.
Duration: from February 2020 until July 2020
Supervisor: Marion Coat
Thursday 09 january 2020