HR and Administration Officer

Environmental Coalition on Standards

Length of contract
1 year

About the Organisation

ECOS is an international NGO with a network of members and experts advocating for environmentally friendly technical standards, policies, and laws. We ensure the environmental voice is heard when they are developed and drive change by providing expertise to policymakers and industry players, leading to the implementation of strong environmental principles. ECOS is headquartered in Brussels with a regional office in Nairobi and has an exceptional team of 35+ staff supported by a network of over 50 technical experts and almost 60 member organisations.

About the role

We are looking for a highly motivated HR and Administration Officer to join our Operations team to support the team with HR and operations administration, and office management.

Responsibilities

Human Resources Administration:

• Draft and issue HR-related documents (for instance, employment contracts) and maintain staff information up-to-date
• Support in the recruitment process, as well as in the onboarding and offboarding processes
• Manage staff absences, payroll, in collaboration with social secretariats (UCM and other local social secretariats according to the country legislation), and support in the administration of benefits.

Operations Administration:

• Manage online tools such as the Travel Platform and the E-signature online platform
• Manage databases, contract signature, and filing systems, contracts with experts, and suppliers
• Assist in maintaining compliance with Belgian and EU legislation and requirements.

Office Management:

• Oversee day-to-day office activities as the main contact point for ECOS staff and service providers; maintain ECOS space, handle correspondence, and manage file systems. Act as the go-to person for the ECOS premises (WeWork)
• Oversee and maintain office equipment, manage supplies and equipment (office and IT equipment included), and maintain asset logs, in compliance with ECOS procurement policy
• Coordinate with the external IT service provider on IT equipment and issues
• Manage event arrangements and logistics (venue, catering) for internal and external meetings and events.

Skills, Competencies, Experience & Attributes

Skills & Experience Required:

• Minimum one year of relevant professional experience, preferably in business administration, operations, or human resources
• Knowledge of Belgian employment legislation and context is a strong plus
• Strong organisational skills, with an eye for detail and the ability to multitask
• Ability to work effectively both independently and as part of a team;
• Ability to communicate effectively, verbally and in writing;
• Ability to work in multicultural environments and good interpersonal skills
• Comfortable using own initiative and taking ownership of processes and procedures
• High proficiency in the use of Microsoft Office, especially Outlook and Excel
• Experience in managing online platforms, travel booking CRM is a plus
• Fluent written and spoken English is a must. French and Dutch are an asset
• Commitment to the values, vision, and mission of ECOS.

Compensation & Benefits

• Competitive salary package
• Meal vouchers
• Pension scheme
• Excellent hospitalisation insurance
• Teleworking allowance
• Public transport reimbursement
• Eco-cheques and additional holidays.
• Flexible working environment with flexible hours and teleworking possibilities.
• Personalised and group training opportunities as part of a personal development plan.
• Social events include summer retreats, wellness events, teambuilding, and weekly yoga.
• A dedicated and collaborative team with a common goal to protect the environment.
• Regular, internal, team-led workshops fostering collaboration and teambuilding.
• An inclusive and empowering approach to addressing environmental challenges.

Conditions of employment

• Applicants must have the right to work in Belgium or the EU.

Working locations

• Brussels, Belgium

How to apply

• Applicants should send an email to [email protected] with their CV in English (max. 2 pages) and a cover letter (max. 1 page), their name, and the subject line "HR and Administration Officer".

Interviews

• We regret that only short-listed candidates will be contacted.

Policies

ECOS is an equal-opportunity employer, placing great value on diversity and inclusion in the workplace. We welcome applications from candidates with diverse cultural backgrounds and expertise. We are interested in getting to know your authentic self and your unique set of skills and experiences, which cannot be generated by AI. Please, therefore, limit the use of AI to reformulation and be aware of its environmental impact. If you have used AI for your application, please declare it, indicating what type of AI tools you have used and for what purpose.

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