HR and Admin Senior Assistant

Red Cross EU Office

Hours
38 hours per week

About the Organisation

Founded in 1983, the Red Cross EU Office (RCEU) is a membership office representing the 27 National Red Cross Societies in the EU, the Norwegian Red Cross, the Icelandic Red Cross, and the International Federation of Red Cross and Red Crescent Societies (IFRC). RCEU helps to coordinate relations between its member organisations and EU decision-makers and stakeholders, sharing their extensive expertise in supporting vulnerable people and communities within and outside the EU. 

Based on our members' practical insights and technical experience, we promote the dignity and well-being of vulnerable people by facilitating and voicing common positions and recommendations towards the EU and Member States. We also monitor European developments that could impact the implementation of our members' work, as well as supporting them to prepare joint proposals to access EU funding.

About the role

Under the supervision of the Support Services Coordinator, the HR and Admin Senior Assistant is responsible for providing HR support and advice to staff of the RCEU Office and to support on administrative tasks.

Responsibilities

Human Resources:

• Support and organize recruitment processes in line with IFRC HR policies and procedures. This includes preparing job advertisements, shortlisting candidates, coordinating interview logistics, participating in interviews when required, conducting reference checks, preparing recruitment reports, drafting offers/contracts, and facilitating internal approvals.
• Coordinate onboarding processes for new employees and offboarding procedures for departing staff. Train newly recruited employees and guide all staff on relevant HR systems and processes, including the learning platform or social secretariat platform.
• Prepare standard contractual documentation, including extension and renewal letters.
• Monitor the timely completion of performance management processes through HR systems, maintain training records, and track completion of mandatory learning requirements.
• Maintain and update personnel files for staff and Staff on Loan, ensuring completeness, compliance, and secure storage and archiving. Maintain accurate and up-to-date staff records in SharePoint and ERP systems, including leave balances, contracts, and organizational charts.
• Ensure all HR documentation (templates, forms, guidelines) is current and easily accessible.
• Prepare and submit payroll data for national staff in a timely manner to the external payroll provider.
• Maintain strict confidentiality of all HR data, information, and documentation. Ensure HR processes are implemented in accordance with IFRC policies and guidelines and in compliance with Belgian legislation. Promote and uphold organizational integrity standards, including adherence to the Code of Conduct and anti-harassment policies.
• Liaise with the insurance broker and monitor staff insurance coverage.

General Office Administration and Event Management (in coordination with the Senior Administrative Assistant):

• Manage incoming phone calls, incoming mail, and deliveries; coordinate dispatch of outgoing correspondence and packages; order printing and office materials when required.
• Welcome and assist visitors and maintain visitor logs.
• Operate and troubleshoot office equipment, including printers, photocopiers, and audio-visual meeting equipment.
• Support the preparation and organization of meetings, workshops, and events, including preparing the space, IT set-up, and catering.
• Ensure a clean kitchen area and assist with basic kitchen and communal area tasks, including maintaining the coffee machine and managing the dishwasher when applicable.
• Provide reception coverage at designated times, including during events.
• Maintain and update contact databases and distribution lists.
• Provide basic accounting support by retrieving incoming invoices, registering them in finance files and ERP systems, and initiating payment and refund processes, including cash payments where required.

Skills, Competencies, Experience & Attributes

Experience:

• Minimum 3 years relevant experience in HR and admin/finance area
• Good Knowledge of the Belgian Labour Law
• Work experience with other international organisations, large NGOs, and governmental development agencies
• Work experience in an international environment
• Work Experience in the Red Cross/Red Crescent Movement

Skills:

• Ability to work in a cross-cultural and cross-functional environment
• Ability to perform efficiently in a complex environment and prioritise
• Strong interpersonal communication skills
• Strong organisational skills
• Accuracy and attention to detail
• Ability to work under pressure and meet deadlines
• Excellent customer service
• Advanced computer skills (MS Windows, Word, Excel, internet tools)
• Advanced knowledge and application of HR information management systems
• Demonstrated ability to exercise absolute discretion and tact and maintain confidentiality
• Ability to work independently
• Ability to work in a cross-cultural and cross-functional environment

Languages:

• Fluently spoken and written English
• Good command of Dutch is an asset.

Required Qualifications

• Bachelor's degree and other relevant education experience or technical training courses linked to the post.
• Professional HR and administrative qualification or equivalent experience.

Compensation & Benefits

• Attractive compensation and benefits package.

Conditions of employment

• Permanent contract, subject to Belgian labour legislation (this requires an official registration in Belgium).

Working locations

• Brussels office with occasional travel within Europe.

How to apply

• Please send your CV (max. two pages), a cover letter (max. one page) and an unedited example of your written work (max. one page) in English to [email protected] by midnight CET on 6th April 2026.
• Please include the job title and your full name in the file names, and mention "HR and Admin Senior Assistant" in the email subject.
• Applications received after the deadline will not be considered.

Interviews

• If you do not hear back from us by 30th April 2026, unfortunately, your application has not been selected.
• Only shortlisted candidates will be contacted for an interview.

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