HR and Administration Officer

European Waste Management Association

Length of contract
1 year

About the Organisation

EAD is the European Waste Management Association, representing the private waste and resource management industry across Europe, including 20 national waste management federations and 3,000 waste management companies. Private waste management companies operate in 60% of municipal waste markets in Europe and in 75% of industrial and commercial waste. This means more than 500,000 local jobs, fuelling €5 billion of investments into the economy every year

About the role

We are looking for a highly organised, proactive, and detail-oriented HR & Administration Officer to join our young, international, and dynamic team. In this role, you will oversee the day-to-day administrative operations of the Federation, working with an external accountant to ensure the smooth and efficient management of administrative and financial processes. You will also support the Secretariat with HR and office management tasks.

You will act as a key point of contact between FEAD members and the Secretariat, ensuring smooth communication and coordination. FEAD is a Brussels-based international association, representing the private waste and resource management industry across Europe.

You will join a young, dynamic, and international team committed to sustainability and the circular economy, where you will play a central role in supporting the smooth functioning of the Federation and contributing to an efficient, collaborative, and positive working environment.

Responsibilities

Main Tasks and Responsibilities:

• Manage and regularly update expenses through the dedicated accounting platform, in coordination with the external accountant
• Issue invoices, monitor payments, and manage membership fees and related follow-up
• Maintain smooth communication with FEAD members, respond to enquiries, and provide administrative support as needed
• Manage staff absences, payroll administration, and employee benefits in coordination with external social secretariats
• Prepare, draft, and issue HR-related documents, and ensure that staff records and information are kept accurate and up to date
• Support recruitment activities, including the organisation of interviews and the onboarding and offboarding of employees and trainees;
• Manage the general info email inbox and ensure requests are directed to the appropriate team members promptly
• Oversee the day-to-day management of the office, acting as the main contact point for staff and external service providers
• Maintain office spaces and administrative systems, including correspondence, filing systems, and internal records
• Manage office and IT equipment, monitor supplies and inventories, and maintain accurate asset logs
• Coordinate with external IT service providers regarding equipment, technical support, and office IT needs
• Organise logistics and administrative arrangements for internal and external meetings, events, and workshops, including venue booking and catering
• Manage mailing lists, databases, document filing systems, and administrative processes related to contracts with suppliers, experts, and service providers
• Support the Secretariat in ensuring compliance with relevant Belgian and EU legislation, administrative obligations, and internal procedures.

Skills, Competencies, Experience & Attributes

Experience:

• Minimum 3 years of relevant professional experience in HR, administration, office management, and a similar role, preferably in a European association and NGO
• Experience in coordinating administrative and HR processes, including payroll follow-up and staff administration
• Good understanding of office management procedures and administrative practices

Language Skills:

• Excellent knowledge of English and French (oral and written); additional EU languages are an asset

Organisational & Administrative Skills:

• Excellent organisational skills and ability to manage multiple tasks and priorities simultaneously
• Strong attention to detail, reliability, and problem-solving skills
• Flexibility, discretion, and the ability to handle confidential information appropriately

Communication & Interpersonal Skills:

• Excellent interpersonal and communication skills, with a service-oriented and proactive approach
• Ability to work independently while also contributing effectively to a small and dynamic team

Technical & IT Skills:

• High proficiency in Microsoft Office tools (especially Outlook and Excel)
• Ability to work with online management platforms and databases

Required Qualifications

• Bachelor’s degree or equivalent qualification in Human Resources, Business Administration, Office Management, and a related field

Compensation & Benefits

• A competitive salary
• Attractive benefits package
• Meal vouchers, pension scheme
• 13th-month salary
• Hospitalisation and complementary health insurance
• Public transport reimbursement
• Eco-cheques and additional holidays.

Conditions of employment

• You must have the right to work in Belgium

Working locations

• Hybrid model, working in the Brussels office and remotely

How to apply

• Please send your CV and cover letter to [email protected], with the subject line: "Administration Officer application Name + Surname". Clearly indicate your name on all attachments. In your cover letter, please specify your salary expectations.

Interviews

• Applications will be reviewed on a rolling basis. Only shortlisted candidates will be contacted. The successful candidate is expected to take up the position as soon as possible.

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