Office Manager FERN

Forests and the European Union Resource Network

Brussels, Belgium

FERN is looking for an Office Manager(80% FTE), based in Brussels.

FERN is a non-governmental organisation (NGO) created in 1995 to keep track of the European Union’s involvement in forests and coordinate NGO activities at the European level. Our work centres on forests and forest peoples’ rights and the issues that affect them such as trade and investment and climate change. All of our work is done in close collaboration with social and environmental organisations and movements across the world.

FERN has no director and makes decisions by consensus among all of its 12 staff members. This drives our way of working which is to open rather than occupy space for dialogue on the issues that affect forests and the environment.

FERN has staffed offices in Brussels, Belgium, Moreton-in-Marsh, UK and an administrative office in Leiden, the Netherlands.

TERMS OF REFERENCE

Administration tasks:

• Ensure the smooth running of the Brussels office including organising regular
  office meetings and management meetings;
• Be FERN’s point of contact for all in-house management issues which involve liaison with Mundo-B; the location of our Brussels office.
• Provide logistical and communications support to campaigners and foreign visitors if and when required, notably with organisation of meetings and seminars and to finance officer during audits;
• Deal with incoming and outgoing mail;
• Procure office equipment and services;
• Administer office rental agreements and insurances;
• Check and pay invoices and verify expenses reports;
• Be responsible for statutory declarations such as Fiches 281.5, Moniteur Belge, etc.

Communications tasks:

• Coordinate the mailing of monthly newsletter Forest Watch;
• Control the data and databases attached to FERN newsletters;
• Work with the communications manager to ensure smooth flow of internal, organisational and campaign communications and actively contribute to FERN’s communications’ strategy;
• Manage FERN’s photograph archive;
• Control French language part of FERN website and overview quality of translation work done by external translators (English to French)

Human resources tasks:

• Manage all aspects of the Belgium payroll, including liaison with Securex, administration of tickets restaurant, etc;
• Maintain staff records such as contracts, holiday records, etc
  FERN management tasks
• Participate in the management of the organisation including attending management meetings and taking on management tasks;
• Work closely with the finance officer and the administration support person in the UK office
• Actively contribute to the development of FERN as an organisation

The job will evolve according to the skills of the candidate and as required by the organisation.

PERSON SPECIFICATION

We are looking for someone who is organised, efficient, flexible, and cheerful and can work effectively in a small team and in a non-hierarchical structure. The successful candidate would have to be able to take initiative, be a good planner and manager, and be stress resistant and supportive and assertive in an equal manner.

The following skills are required:

• Fluency in English and French
• Excellent computer skills
• Knowledge of Belgian administration & labour law
• Knowledge of database and design programmes
• Strong communications and editing skills
• Support minded

The following skills are assets:

• Previous work experience with NGOs
• At least five years experience in an office manager position or other relevant experience
• Knowledge of other European languages such as Spanish or Dutch
• Knowledge and experience of the communication issues and a clear vision about the role of communications both internally and externally in an organisation like FERN
• Experience of office finances

PRACTICALITIES

The gross monthly salary for the part-time position is in the range €2,300 to €3,500 plus lunch vouchers. The contract is for an indefinite period of time with a six month probation period (as detailed in FERN’s House Rules). The weekly working schedule will be four days to be agreed at interview. Depending on possible changes in the team structure a job revision is likely after six months.

The applications, including a motivation letter and CV should be sent before 09.00 on Friday 19th August to job@fern.org.

NB. CVs without a motivation letter will not be accepted.

Interviews will be held in English on 1st September in Brussels.

For more information please contact julie@fern.org.