Company:

Our client is a young and innovative consultancy firm specialised in risk management and actuarial services.  They are part of a global network with offices in different countries. They are known and respected for their multidisciplinary tailor-made approach and for the added value of the different services they offer.  Their Belgian team (10-15 people) is small but fast-growing and has offices in the Zaventem-Diegem region.   They are currently recruiting a talented Office/Business Support Manager.

Purpose of the role:

This is a creation of a role.   the Office/Business Support Manager will be in charge of the smooth running of the Belgian office and will support the local team in their daily activities.  The Business Support Assistant will also ensure that a (virtual) network of Experts can deliver client work at the highest professional standards.  The position will be based in Zaventem/Diegem but offers a lot of flexibility in terms of working hours and work organisation.   The new hire can work on a part-time basis and, only during 1 day/week presence in the office is required  (the rest of the week you can work from home).

Job description:

Administrative support

• offering first class administrative support to the Partners and the team
• diary management, organising meeting and business trips (including the management of visa & passport requirements)
• setting-up calls/videoconferences/online meetings
• updating contacts’ lists
• preparing business-related documents, reports and presentations
• screening e-mails and phone calls

Office & facility management

• ensuring the smooth running of the office (ordering office material, arranging repairs, liaising with suppliers, …)
• negotiating and following up on contracts with suppliers
• liaising with landlord/building manager
• assisting with car fleet management in collaboration with colleagues from HQ

HR administration and accounting-related duties

• preparing, sending and registering client invoices
• following-up on client payments, sending reminders if necessary
• checking & registering suppliers’ invoices
• monthly/quarterly processing of expense notes
• scanning and preparing the necessary documents for the external Accountant
• registering holidays/absences, liaising with social secretariat for payroll purposes
• helping out with the onboarding of new employees (from an administrative point of view)

Marketing & sales support

• updating the website, posting content on the company’s website and social media
• managing job advertisements on company website + external websites
• preparing and sending mailings
• preparing PowerPoint presentations
• updating databases

Please note that this list of responsibilities is non exhaustive and that you may be asked to take on additional tasks depending on the workload, the needs of the team and the growth of the organisation.

Profile:

• You are fluent in English and Dutch. An operational level in French is a strong asset.
• You ideally have 2 years of professional experience as a Management/Executive Assistant or in an all-round Office Management/Business Support role
• Experience in the (international) service sector is essential. Experience working in a smaller structure and/or within a virtual office structure can be a strong asset.
• You are autonomous and extremely organised (planning own work, juggling multiple priorities, creating/improving work procedures, etc.)
• You are proactive and you have strong problem solving skills – you are able to think outside the box
• You are genuinely service minded and versatile, you are a quick learner
• You are a committed and resourceful self-starter and you can work with limited supervision
• You can communicate at all levels including Board level
• You are comfortable working in a virtual office structure (only 1 day/week in the office)

Offer:

• A  part-time employment contract (50-75%, exact working schedule to be agreed upon)
• Permanent contract
• Starting date: ASAP
• A competitive salary
• Flexible work practices: only 1 day/week in the office, rest of the time you can work from home
• The opportunity to work in a fast-growing, international, human-sized company with a very nice team!
• The role offers a lot of variation & autonomy and plenty of learning opportunities !

Company info:

Our client is a small non-profit association active in the field of domain name systems (internet sector).  Their main goal is to promote and participate in the development of high standards and best practices amongst their members.   The organisation has a European focus but they also have members on different continents.   Their team (+/- 6 people) is located in the centre of Brussels, their offices are therefore very accessible by public transport. They are currently looking to recruit an Office & Community Manager for a 6-month contract.

Purpose of the role:

As an Office & Community Manager, your role is to ensure the smooth running of the office on a day-to-day basis.   Your main responsibilities will include: vendor & stock management, meeting & event coordination, facility management, user and website content management and general administrative & logistical support for the office.   You will also be involved in some additional projects.

Job description:

• Event Management (face-2-face meetings, webinars, online Working Group meetings, …): catching up with host regarding organisation, uploading details on website, creating Zoom links, updating participant lists and sending links, recording the webinars & online meetings, taking stats for participation, helping people with missing links, uploading slides onto the member area of the website after meeting, creating & emailing surveys and publishing the results, booking travels and accommodation, etc.
• Office & Facilities Management: ordering new office supplies and managing stocks, making sure all office & kitchen equipment is functioning correctly, organising maintenance/repairs if and when needed, liaising with landlord & suppliers, solving building-related/technical issues (plumbing, electricity, …) if needed, watering the plants, handling the mail, addressing all queries regarding office management issues, etc.
• Invoices and budget management: checking incoming invoices related to the office suppliers and processing for accounting purposes, making sure they get paid on time, liaising with bank, budget review once per month with General Manager, etc.
• User Management and Website Maintenance: creating new users and editing existing users’ credentials, assisting the members with their queries/issues, keeping mailing lists up to date, updating the website, identifying and fixing bugs (contacting the developers if needed), …
• Statistics: updating metrics master with statistics regarding mailing lists/webinars & working group meetings, updating statistics for each webinar/WG meeting, …
• Working Group support: assisting the team with the preparation of the meetings and webinars, sync calls, drafting minutes, compiling slides, preparing the agenda points, responding to requests, …
• Community Management: analysing stats from members missing or attending meetings, contacting missing members, scheduling meetings at upcoming WG meetings, keeping interactions documented for other members, having regular catch-up meetings with General Manager to exchange on new ideas and projects, …
• General Assembly: assisting with the preparation and the organisation of the General Assembly, completing/updating the Activity report, putting all slides/agenda changes/updates online, setting up Election Buddy, monitoring the voting process, presenting the results, …
• Other possible projects/responsibilities: attending meetings & taking minutes, coordinating informal office parties & celebrations/team buildings, handling office-related communication (e.g. Covid safety guidelines & updates, transport strikes, extreme weather, office closing days, road works/EU summits impacting the office accessibility, etc.), …

Profile:

• You have already gained at least 2-3 years of experience in a similar role (Office Assistant, Office Coordinator or Manager, Business Support Manager, Event Manager, …)
• Previous experience with event & meeting management can be an asset
• Previous experience with budget management, financial/accounting support, …would also be a plus
• You are perfectly fluent in English and French (both written and spoken). Other languages (Dutch, German, Spanish) are an asset.
• You are proficient in MS Office (Outlook, Word, Excel and PowerPoint) and you feel comfortable working with other IT tools & databases
• You possess strong organisational, administrative and interpersonal skills
• You have a proactive & hands-on attitude and you are very service & solution oriented
• You possess excellent time-management skills which allow you to efficiently structure and prioritise your work, you can adjust easily to changing circumstances
• You have the ability to multitask and to work with minimum day-to-day supervision, you stay calm and cool headed when confronted with multiple priorities and/or strict deadlines
• You are a creative & resourceful person keen on continuously learning and able to suggest improvements /optimisations
• You are an excellent team player, eager to work collaboratively in an international and diverse team
• You are comfortable working with virtual communications tools such as Teams, Zoom, softphone, …
• You enjoy working in a small, closely-knit team !

Offer:

• A 6-month contract starting 1st December 2023 until end of May 2024
• A competitive salary + luncheon vouchers, 100% reimbursement of public transport costs
• Location: the offices are located in the city centre and are very accessible by train/metro (Troon/Trône)
• The opportunity to work in a very stimulating & international environment and to get familiar with a really interesting sector!
• Very challenging and varied role and a genuinely nice team!

Our client is a global provider of services and solutions for industrial process engineering. Although they employ over 14.000 employees worldwide, they have remained a family company which promotes a close-knit atmosphere between the teams. Their Brussels offices are located in Evere and gather +/- 90 employees. That are today looking to recruit a diligent Senior Human Resources Manager.

Purpose of the role:

The Senior HR Manager provides leadership and direction for the management regarding all human resources related aspects of the company, such as HR strategy, plans, policies, and programmes. The person is responsible for developing a local HR strategy in line with Corporate HR strategy and local business strategy, for the implementation of effective HR initiatives as well as for ensuring excellence in daily HR Operations. Functions as the expert on people and organizational issues and serves as a trusted advisor and business partner to the management team, department leaders and others on the HR organization.

 Job description:

• Providing visions and strategic leadership to the organization in addressing the most critical human resource opportunities for the company
• Ensuring that a strong leadership and coaching culture permeates the organization
• Supporting in anchoring the company culture, values, and spirit
• Leading, enhancing, and developing the organizational development
• Establishing and implementing strategic and operational initiatives in line with the Corporate HR strategy and the local business strategy
• Responsible and accountable for maintaining all operational HR processes, such as payroll, on- and offboarding, general data administration, etc.
• In line with group-wide guidelines and standards, defining goals and implementing efficient and effective HRM systems, policies, and procedures in all HR areas such as workforce planning, talent management and succession planning, recruiting and retention, learning and development, performance management, compensation, benefits, employee relations, etc.
• Advising on, reviewing, and developing innovative compensation & benefits plans in order to enhance the company’s attractiveness and benchmark
• Actively supporting and developing a learning and development culture within the organization. Initiating training and development programmes for employees to ensure current and future performance standards can be met
• Monitoring evolving government influences on management policies, processes, and practices, and ensuring the company is in compliance with all applicable laws and regulations concerning employment practices
• Acting as representative of the company in HR specific topics (e. g. work council/unions, authorities, etc.)
• Leading and working alongside the HR Business Partner

Profile:

• Master’s degree in human resource management or related field
• 8–10 years of experience in HR operations with min. 4 years in a complex HR generalist position with a focus on comp & ben
• Experienced in working in an international/multinational company, preferably in the industrial sector
• Business fluent in Dutch, French and English
• Strong customer orientation
• Excellent communication skills
• Ability to plan and execute on both, strategic and operational level
• Experience in a wide range of human resources issues, including recruitment, retention, assessment, succession planning, management development, compensation and benefits, as well as creative employment policies and practices required to attract and retain the best talent
• Experience and proven track record for impact on executive level as well as on the overall organization
• Experience and capacity to be a peer to others on the executive team and to contribute meaningfully to the achievement of the company’s business strategy
• Ability to work collaboratively with colleagues and staff to create a result driven, team-oriented environment
• High level of energy, passion, and confidence
• Hands-on, practical attitude and results oriented
• Cultural adaptability and sensibility

Offer:

• A permanent and full-time contract
• Starting date: asap!
• A competitive salary and comprehensive benefits package including luncheon vouchers (€8,00), Eco-vouchers (€250/year), health and group insurances, possibility of a company car or electrical bike, several bonus schemes, cafeteria & multimedia plan, 32 holiday days
• Working hours: 40h00/week, 1 day of homeworking day/week
• Location: the offices are located in Evere and are accessible by public transport and by car. Parking possibilities
• The opportunity to work in a professional and human environment, which promotes a good work-life balance!

 

Our client is a human-sized firm (+/- 20 staff) in the asset management sector. They are located in the Louise area in Brussels. They are today looking to recruit a diligent individual to provide high level support to a team of Senior Executives.

Job Description:

• Providing full administrative and logistical support to a group of busy Executives
• Managing complex and changing agendas, anticipating any issues before they occur
• Arranging extensive travel (flights, hotel bookings etc.)
• Organising calls and meetings (local ones and in cities across Europe and the US)
• Completing team’s expenses on a monthly basis
• Dealing with inbound calls, emails, and letters
• Preparing and adapting documents using Microsoft Office (Excel, PowerPoint, and Word)
• Assisting in compliance/finance/IT matters including:
  • IT PMO which will include liaising with the external IT services providers across different workstreams on IT priorities
  • Supporting the compliance/legal function in terms of tasks such as documentation, evolution of compliance processes, taking minutes and miscellaneous day-to-day support, as required
  • Assisting the finance team in various elements of their workstream

Profile:

• You ideally hold a Bachelor degree in Office Management, Secretariat or Languages
• You have at least 3 years of experience in a similar role and in the corporate sector (legal, consulting, banking/finance, etc.)
• Experience as an Executive Assistant in a compliance/finance department is a plus
• You are perfectly bilingual in French and English (other European languages are a plus)
• You have excellent written and verbal communication skills in both languages
• You are proficient in Microsoft Office
• You are highly organized with strong attention to detail
• You have a creative mind with an ability to suggest improvements and take ownership of projects and events
• You are a great team player and collaborative colleague as you will be working with 2 other Executive Assistants
• You like to learn new things and are open to feedback and further skillset development
• You are an autonomous, proactive, flexible co-worker who is trustworthy and enjoys working in a corporate environment
• You enjoy working in fast-paced sector, are able to prioritize tasks depending on their urgency and remain calm under pressure and at peak times when the workload rises
• You are solution-oriented, a self-starter and like to take initiative
• You are discrete and can manage a high workload in a dynamic environment

Offer:

• A permanent, full time employment contract
• Starting date: ASAP!
• A competitive salary with fringe benefits including luncheon vouchers (€8,00/day), eco vouchers (€ 250/year), group and health insurances, 26 holiday days, parking spot
• Working hours: 39h00/week, some occasional overtime (overtime will be recuperated)
• The opportunity to work in a dynamic, human-sized company with a flat hierarchy and a start-up business culture!

 

 

 

Our client is a human-sized law firm (+/- 25 people) specialised in labour and employment.   They are part of a global network with 150 lawyers operation from +/- 100 locations.  They have 3 locations in Belgium with their main office being located in Brussels (1200 Woluwe).   The team works in Dutch, French and English as they serve Belgian and international clients.  They are currently recruiting an Office Manager.  The job holder would be based in the Brussels office but the company offers a lot of flexibility in terms of work practices (working from home during several days/week + possibility to work from the Mechelen office if this is more convenient).

Purpose of the job

As an Office Manager you are responsible for the smooth running of the office from an administrative and organisational point of view. You assist the team with ad-hoc queries and you coordinate the billing process.

Job description:

• coordinating the billing process in collaboration with a colleague: keeping track of fees to record; preparing client invoices (formatting, saving, printing & sending in coordination with partners); following up of unpaid invoices in collaboration with accountant; archiving invoices and related documents, updating internal systems, etc.
• managing contract and price negotiations with office vendors, insurances and service providers
• ordering new office supplies and managing stocks
• checking incoming invoices related to the office suppliers and processing for accounting purposes
• agenda management: organising internal & external meetings, booking meetings rooms/restaurants/hotels, setting-up calls/videoconferences/online meetings
• (the lawyers work very autonomously and manage most part of their appointments themselves)
• general administrative duties: updating contact lists, managing incoming calls/mail/e-mails, welcoming clients and visitors, scanning & archiving documents, etc.
• working on projects to streamline and optimise administrative processes (e.g. creation of templates, implementation of new IT tools, negotiation of improved contracts with suppliers, development of new company policies & procedures in collaboration with lawyers, … )
• candidates with an interest in legal matters could also offer legal support to the team e.g. assist them with case opening & closing, preparation of legal documents & correspondence, keeping client & matter records up to date, filing of relevant documents when case is closed, etc.

Please note that this list of responsibilities is non exhaustive and that you may be asked to take on additional tasks depending on the workload, the needs of the team and the growth of the organisation.

Profile:

• Excellent command of Dutch, French and English
• Ideally a relevant Bachelor or Master Degree
• Ideally minimum 2 to 5 years of experience in a back-office/business support role, ideally in the legal/finance/professional service sector
• Computer literate: comfortable working with MS Office, different databases & CRM systems
• Excellent interpersonal and customer service skills to communicate & collaborate professionally with various internal and external stakeholders
• Highly organised & punctual, able to set priorities and multitask assignments, excellent attention to detail
• Resourceful and positive attitude, ability to adapt to different situations and personalities and apply common sense
• Respect for confidentiality and discretion
• Trusted self-started who can work autonomously
• Ability to be proactive & solution oriented
• Ability to work efficient towards a common goal, team player

Offer:

• A permanent contract
• Starting date: as soon as possible!
• A competitive salary benefits package
• Flexible work practices: possibility to work from different locations and to telework from home!
• High-standard learning environment with room for initiative & personal growth!
• Transparency, teamwork, respect & drive for excellence are important company values

 

 

 

Our client is a family office which offers financial, tax & legal services as well as a broad spectrum of services in the field of asset and wealth management to affluent individuals or families in Belgium.  Their offices are located in the city centre of Brussels (Louise area).   They are currently recruiting a Personal Assistant who will work for  the Head of 1 of these families, a prominent entrepreneur, founding member and member of the board of several Belgian and international companies.

Purpose of the role

Assisting this entrepreneur/business executive on a daily basis in his private and professional activities; handling administrative tasks for the different companies he owns and has mandates in; coordinating business & private travel; agenda & meeting management; liaising with various internal & external stakeholders.

Job description

• Agenda and meeting management: scheduling professional and private appointments (doctor, bank, private lunches, …), preparing the necessary documents for these meetings
• Making (complex) travel arrangements in collaboration with external travel agency
• Making sure ID cards and international passports are always valid
• Handling a wide range of administrative tasks for the different companies the business executive owns and the ones he has mandates in
• Screening incoming mail and emails, forwarding emails to the appropriate person, following up on pending issues
• Checking incoming invoices, sending them to the external accountant, making sure they get paid on time
• Creating & updating Excel spreadsheets (with information on cashflow, investments, …)
• Acting as a first point of contact for the bank: preparing & updating forms and documents, sending them signed copies back, following up on due/expiration dates, …
• Payroll duties: sending relevant information to social secretariat, making sure the employees (3-4 people) are paid on time, sending them relevant documents, etc.
• Scanning, filing and archiving relevant documents
• Organising private events (liaising with guests, organising travels, booking local venues/restaurants/hotels, coordinating logistical aspects, etc.)
• Liaising with internal & external parties (business associates, family officer, bank, social secretariat, accountant, law firm, travel agency, members of the family, employees and ExCo members of some of the above mentioned companies, etc.)

Profile

• The ideal candidate holds a relevant bachelor (Office Management, Languages, Communication, Management, Law, etc.)
• You are fluent in French (spoken and written) with an excellent level in English and an operational level in Dutch. Some knowledge of Spanish could also be an asset.
• Previous relevant experience of minimum 5 years required (as Personal Assistant, Office Manager, Finance Assistant, etc.), ideally acquired in the corporate sector.  Previous working experience in the finance/investment sector would be a plus.
• Good IT skills (Word, Excel, Outlook, …), strong administrative skills and figure-mindedness
• Corporate presentation, courteous, dedicated with a positive attitude
• Genuinely service and quality minded and desire to be helpful and to offer a top-of the-range service
• Ability to interact at all levels, diplomatic skills, an extreme discretion is paramount
• Strong organisational skills, ability to prioritise
• Some resourcefulness and creativity, proactive attitude
• This is a small structure, therefore, a flexible mindset and a willingness to adjust are also important aptitudes

Offer

• A permanent and full-time contract
• Starting date: A.S.A.P.
• Competitive salary
• Location: the offices are located in central Brussels (Louise area) and are therefore easily accessible by public transport. There are also parking possibilities.
• Working hours: regular office hours (Monday-Friday), exact working schedule and homeworking possibilities are to be discussed
• The opportunity to be part of a small but really nice team and to work in a very high-level environment!

Our client is an international association in the field of cancer research. They coordinate clinical trials worldwide in partnership with their 50+ member organisations. Their Brussels offices gather +/- 40 staff and are located in Woluwe. They are today looking to recruit a diligent Payroll & HR Administrative Assistant.

Purpose of the role:

To provide daily support for a wide range of HR Activities with a particular focus on personnel administration: processing employees’ data throughout the employee life cycle, processing payroll with the social secretariat, assisting with the update and implementation of HR policies and procedures, as well as the hiring process and training plans.

Reporting to the HR Director and closely working with the Recruitment & Training Manager.

Job description:

• Serve as main point of contact for the payroll administration with the payroll provider
• Maintain physical and digital personnel records (employment contracts, amendments, etc.) ensuring that all filling is kept impeccably up to date (including scanning of any paper documents, etc).
• Perform administrative duties, such as updating the employee database (onboarding, offboarding, promotion, resignation, etc.)
• Assist in the recruitment process (publish ads, contact candidates, schedule job interviews, etc.)
• Assist with performance management procedures
• Address employees’ basic queries on various thematic (number of vacation days they’re eligible for, maternity/parental leave, education leave, etc.) in collaboration with the HR team
• Contribute to the yearly training needs planning
• Liaise with external prevention, safety and health protection body
• Liaise with insurance broker for hospitalisation and pension plan insurances

Profile:

• You have at least 1 year of experience as an HR/Payroll Assistant
• You hold a bachelor’s degree in Human Resources or related
• You are fluent in English (C1 minimum) and have an operational French (B2 minimum)
• Basic Knowledge of the Belgian labour legislation is a plus
• Familiarity with Human Resources Information Systems
• Excellent interpersonal skills
• Highly computer literate with capability in email, MS Office, and related business and communication tools
• Meticulous attention to detail, professional attitude, and ability to maintain confidentiality
• Operate with high integrity
• Willingness to learn
• Work effectively in multicultural teams, as well as independently
• Excellent verbal and written communication skills (especially in English

 Offer:

• A permanent and full-time contract
• Starting date: as soon as possible!
• A competitive salary and comprehensive benefits package including luncheon vouchers, Eco vouchers, health insurance, pension scheme, full reimbursement of public transport costs, cell phone, laptop, parking facilities, flexible work practice, 30 holidays/year
• Working hours & organisation: 38h/week, homeworking possibilities (several days/week)
• Location: the offices are located in Woluwe, parking facilities
• A stimulating working environment and an organisation which genuinely makes a difference!
• The opportunity to contribute to innovative, practice-changing medical research!

Our client specialises in the coordination and management of multidisciplinary science projects in support of policy makers and industry players.   They act as an expert consultative body for various stakeholders (regulatory organisations, policymakers, industry and NGOs).  They are currently recruiting an Executive Assistant/Office and HR Administrator for their small Brussels office which is centrally located.

PURPOSE OF THE ROLE

You will be the right hand of the Managing Director, you will be supporting him with the coordination of meetings, team activities and project-related administration. You will be handling the HR administration and follow-up on the recruitment procedures.  You will also be involved in the day-to-day operations management, such as the optimisation & rationalisation of company policies and administrative procedures.

JOB DESCRIPTION

Executive Assistant responsibilities & Office Management

• Acting as an Executive Assistant to the Managing Director and 2 – 3 senior members of the management team; supporting them in the coordination of operational aspects, internal projects, team planning & activities and meetings
• Assisting the Managing Director with the organisation of meetings & team events and with the coordination of external projects
• Making travel arrangements (booking flights, trains, hotels) related to the participation of team members to meetings/workshops/conferences in Belgium and abroad
• Improving and developing new company procedures (e.g. travel policy, submission of timesheets, …), helping with the identification of more performing IT tools and databases for the organisation (e.g. accounting software), etc.
• Teaming up with the Managing Director, the Executive Finance Administrator, the Research Director and the Business & Contracts Director; participating in strategic decision-making processes related to the organisation and its projects/activities and future development

HR Administration

• Tracking whereabouts, holidays, sickness days, updating internal personnel register
• Uploading the above mentioned data via the payroll tool of the social secretariat, communicating additional personnel related information to social secretariat for payroll purposes (in collaboration with the Executive Finance Administrator)
• Being involved in the recruitment of new staff and the preparation of personnel contracts
• Welcoming newcomers and assisting with the onboarding process
• Assisting with induction/onboarding and exit procedures
• Following-up on time registration documents

Project support and administration

• Contributing to the contracts management and the project portfolio management
• Offering administrative and logistical project support: organising meetings/workshops/conferences, assisting with the various reports and publications linked to the different reports, updating systems and documents, etc.
• Liaising with project coordinators, clients, partners and subcontractors
• And more!

PROFILE

• Ideally a relevant Bachelor or Master Degree (Languages, Office Management, Communication, HR, Business Administration, …)
• Minimum 3 years of experience in administration, HR, office/operations management, … ideally within a similar organisation (research body, scientific consultancy, EU association, think tank, trade association, lobby group, …)
• Perfect knowledge of Dutch and English (oral and written). Other EU languages are an asset (French, Spanish, Italian, …).
• Good knowledge of MS Office (Word, Excel, Outlook), online information management systems; some knowledge of payroll and accounting software can be an asset
• Experience with the administrative management and follow-up of EU projects can be an asset
• Ability to communicate effectively with a wide range of partners, including members of the Management Team, staff, project partners, funders, service providers
• Strong planning, administrative, analytical and organisational skills (numerous deadlines to meet)
• High level of professionalism and attention to detail
• Strong coordination and project management skills
• Willingness to work in a small, multicultural team and to be a proactive and constructive team player
• Easy-going and flexible personality (small team) with very good adaptation skills

OFFER

• Permanent contract
• Full time or 80%
• Competitive salary & extra-legal benefits package including: luncheon vouchers, Eco cheques, health insurance, bonus system, 35 holidays
• Starting date: asap
• Homeworking possibilities: 2 days/week
• The opportunity to enter a small but fast growing organisation; to work with a dedicated, friendly and multinational team in a sector which genuinely makes a difference (environmental protection & sustainable development)!
• The organisation also offers an in-depth onboarding/training programme which will help newcomers to assimilate step by step all aspects of the job.

Our client is a human-sized (20 staff) European network of public administrations located in Brussels (Trône/Arts-Loi area). They promote the development of good practices in their fields of expertise through the exchange of knowledge and know how. They contribute to the European policymaking to improve citizens’ lives. In order to support their structural growth, they are today recruiting a diligent HR & Admin Officer. This is a newly created, part time position (3 to 4 days/week).

PURPOSE OF THE ROLE

You will be the contact person for all HR and personnel-related matters. You will be responsible for implementing administration activities and the HR procedures of the company. You may also advise management on matters like pay negotiations, disciplinary and grievance procedures, equal opportunities policy and employment law.

You will also be responsible for office-related duties such as office management and the organisation of events.

You will closely work with the Head of Finance and will report to the CEO.

JOB DESCRIPTION

Human Resources (+/- 70% of FTE)

• Processing payroll, salaries, and benefits (with social secretariat)
• Supporting the development and implementation of HR initiatives and systems
• Providing counselling on policies and procedures
• Being actively involved in recruitment by preparing job descriptions, posting ads, and managing the hiring process
• Being responsible for all HR procedures including managing staff leave, issuing contracts, etc.:

• Creating and implementing effective onboarding plans
• Supporting the management on all HR issues
• Maintaining employee records (attendance, etc.) according to policy and legal requirements
• Reviewing employment and working conditions to ensure legal compliance
• Organizing occasional team training and development

Administration

• Managing effective administration proceedings and dealing with general post and email enquiries
• Ordering stationery, furniture, equipment as required
• Ordering and paying for office material
• Ensuring the office is clean and tidy at all times, particularly for internal meetings
• Liaising with external providers as required
• Supporting the business support officer as required

Other Duties

• Representing the company at external meetings and conferences (occasional European travel)
• Developing good working relationships with Members and external stakeholders (EU institutions, NGOs, private organizations, national governments, etc.)
• This list of duties is not exhaustive and other tasks and responsibilities will be required of the post holder including any other duties commensurate with the post as requested by the CEO.

PROFILE

• Graduate degree level, ideally in a relevant field such as Business Administration, Human Resources or Employment/Social Law
• Fluency (C1/C2) in English (written & spoken), and a professional knowledge (B2+) in French or Dutch
• Previous HR and administration experience (4 years minimum)
• Excellent organizational and communications skills
• Attention to detail (processing salaries & benefits)
• Capacity to professionally represent the company towards third parts
• Very good IT skills (MS Office)
• Ability to work autonomously
• Strong time management skills
• Ability to manage multiple tasks and excellent follow up skills both internally and externally

OFFER

• A permanent or freelance contract
• This is a part-time role: 3 days/week or maximum 4 days/week. The position could become full time on the long run (to be discussed)
• Starting date: as soon as possible!
• A salary in line with the non-for-profit sector
• A benefits package including luncheon vouchers, health insurance, additional holiday days
• Working hours & organisation: 38h00/week, 1 day of homeworking/week
• Location: the offices are located in the Trône/Arts-Loi area and are therefore very easily accessible by public transport
• The opportunity to join a well-respected multicultural European network working for a more inclusive society and who supports its staff in their professional development

Our client offers a variation of educational programmes in the engineering/scientific field, e.g. short training internships, full year Research Master specialisations, Belgian & Foreign Master thesis Programmes and complete PhD Research Programmes.  They are also involved in Research Projects for a wide range of institutional and industrial clients.  There are about 200 people working for the institute which is based in Vlaams-Brabant, south of Brussels, very close to the capital city.

Purpose of the role:

You will be working in the Finance & Administration department (6 people) where you will be assisting an Accountant and a Financial Controller in their daily activities.    This will include: processing emails, validating expenses, following up on invoices & payments, car fleet administration and administrative tasks related to company’s insurances.  You will also be the back-up for a colleague responsible for reception & procurement.

Tasks & responsibilities:

• Screening and following-up on emails coming in via the Accounting Email Inboxes
• Processing and recording expenses notes
• Assisting with the preparation, sending and filing of outgoing invoices, following-up on incoming payments
• Assisting accounting team with the booking of invoices and ad-hoc requests
• Following-up on suppliers’ invoices
• Various administrative tasks, e.g. keeping records up-to-date, entering medical attestations in database, filing suppliers’ contracts, upgrading existing Excel sheets, …
• Handling all administration related to the company’s insurances (building, cars, liability, …)
• Car and bike fleet administration: updating systems, entering new users, following up on the order process of new vehicles, etc.
• Distributing the incoming mail, handling outgoing mail (stamps, DHL, etc.)
• Recording petty cash expenses
• Ad-hoc projects
• Backing up colleague handling reception and procurement tasks

Profile requirements:

• Fluency in Dutch, French and English
• Ideally 2-3 years of experience in an administrative support role, previous experience in a financial department could be an additional asset
• Knowledge of Microsoft Office, in particular: Outlook, Word, Excel
• Knowledge or experience with accounting/financial software (e.g. BOB) can be a plus
• Ability to work with a lot of attention to detail & accuracy
• Ability to handle confidential and sensitive information with the appropriate discretion
• Capacity to work independently as well as part of a team
• Flexible, hands-on and proactive attitude; ability to adapt to different people and situations

Offer:

• Permanent and full-time contract
• Starting date: asap
• Working hours: 38h/week with flexibility in the schedule (e.g. starting early and leaving early)
• Salary package includes health and group insurance, reimbursement of transport costs, 32 holidays
• A role in which you will receive the necessary training and guidance at the start and where you can gradually acquire more and more responsibilities.
• Very positive and friendly team, working environment which offers a very good work-life balance!