Office Management Support

ICLEI – Local Governments for Sustainability

Hours
20-30 hours per week

Length of contract
(50-75%) for 1 year, extension intended

About the Organisation

ICLEI – Local Governments for Sustainability is a global network working with more than 2500 local and regional governments committed to sustainable urban development. Active in 125+ countries, we influence sustainability policy and drive local action for low emission, nature-based, equitable, resilient and circular development.

About the role

We are looking for a new colleague supporting the Management of our Brussels Office

Responsibilities

• Support a good working environment by ensuring the well-functioning of the ICLEI Brussels Office in terms of administration, in close coordination with the line manager and assigned staff, and in close liaison with the ICLEI Europe Secretariat in Freiburg, Germany. This includes i.e.:
• To ensure quality in all administrative processes within the area of responsibility and complying with ICLEIs process specifications
• To liaise with the office owner and the office service providers
• To handle invoices and occasionally support colleagues with collection of cost estimates for services
• To update the Brussels contact database in compliance with GDPR rules
• Monitoring of office equipment and supplies;
•  Support the onboarding and introduction of new colleagues, the end of contract of existing colleagues and assist in the management of traineeship application processes and relative documentation;
• Support with the organization of in-house meetings;
• To monitor the Brussels office calendar of events and ensure timely information of colleagues at the Brussels office
• To support with the catering, logistics, coffee breaks, etc.
• To manage the booking of office equipment (camera, recorder and tripod) and ensure their good status
• Manage the care and proper representation of the Office (plant care, kitchenette, bathroom).

Skills, Competencies & Experience

Required Skills:

• Education: Office administration and management or equivalent work experience that covers the tasks outlined below
• Personal skills: Adaptive and proactive working style, ability to work self-organised within a complex working environment; cooperative and reliable, hands-on approach. Ability to manage priorities, to deliver a wide range of tasks and to work in a fast-paced environment; Discretion and confidentiality when handling sensitive information and data;
• Friendly liaison with colleagues, providers and external partners;
• Languages: Fluent in English and French (orally and in written)
• Computing: Proficiency in MS Office (Word, Excel, Access, PowerPoint), Google Drive and e-mail correspondence, familiarity with Microsoft Teams.

Desirable Skills:

• Fluency in Flemish
• Understanding of German is an asset
• Knowledge of Belgian labour system is an asset

Required Qualifications

• A master’s degree, with a minimum of 5 years of relevant professional experience, ideally in EU/national trade associations in financial services

Compensation & Benefits

• 6 weeks of paid leave per annum

Working locations

• ICLEI Brussels office, Brussels, Belgium

Conditions of employment

• Please note that applicants must – due to legal reasons – hold EU citizenship or a valid EU residence permit and a valid Belgian work permit. Applications not meeting these conditions can unfortunately not be considered.

How to apply

• Please apply in writing, including a CV and letter of motivation to: [email protected]

Policies

ICLEI Europe’s hiring policy is geared to ensure that the organisation hires employees without regard to their colour, religion, national origin, citizenship, age, sex, marital status, socio-economic background or sexual orientation. ICLEI’s policy is that applicants for employment and career progression are considered solely based on their qualifications and competencies.

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